HomeMy WebLinkAbout20210052.tiffDOLA
COLORADO
Department of Local Affairs
Division of Local Government
December 30, 2020
Applies to all affected CVRF Allocation Agreements
RE: Extension of Time - CARES Act Coronavirus Relief Funds
Dear Sir or Madam:
Pursuant to the Consolidated Appropriations Act, 2021, H.R. 133, 116th Cong. (2020), the
spending deadline for the CARES Act's Coronavirus Relief Fund Program (CVRF) has been
extended from December 30, 2020 to December 31, 2021. As DOLA's Executive Director, I am
pleased to inform you that your allocation agreement Terms & Conditions have been modified to
reflect the updated Funding Period and other provisions.
Thank you for your continuing participation in the Coronavirus Relief Fund Program. Please
contact Audrey Field at 303-864-7897 with any questions.
Sincerely,
Rick M. Garcia
Executive Director
cc: all CVRF Responsible Administrators
all DOLA Regional Managers
Audrey Field, DOLA Grants Administrator
In accordance with §24-30-202 C.R.S., this Extension is not valid until signed and dated below by the
State Controller or an authorized delegate.
STATE CONTROLLER
Robert Jaros, CPA, MBA, JD
By: Yingtse Cha, Controller Delegate
Effective Date: December 30, 2020
Governor Jared S. Polls I Rick M. Garcia, Executive Director I Chantal Unfug, Division Director
1313 Sherman Street, Room 521, Denver, CO 80203 P 303.864.7720 TDD/TTY 303.864.7758 www.dola.colorado.gov
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2021-0052
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Coronavirus Relief Fund
Terms & Conditions
December 30, 2020
1. Catalog of Federal Domestic Assistance (CFDA) Number: 21.019
2. Funding Period: March 1, 2020 through December 31, 2021
3. Use of Funds
a. Recipient shall spend the funds only on necessary expenditures incurred due to the
public health emergency with respect to COVID-19 in accordance with Section
5001(d) of the CARES Act for costs incurred during the above Funding Period and
were not accounted for in the local government's budget most recently approved as of
March 27, 2020 (the date of enactment of the CARES Act).
b. Recipient incurring costs shall refer to the most current guidance and answers to
frequently asked questions on the CARES Act, which includes those from the U.S.
Treasury, the Office of State Controller, and the Department of Local Affairs
(DOLA).
c. Ineligible Expenses
i. Recipient acknowledges that the Duplication of Benefits, or assistance from
more than one source that is used for the same mitigation purpose or activity,
is prohibited.
ii. Expenditures that do not adhere to official federal guidance including Section
5001(d) of the CARES Act and State guidance are ineligible and shall be
returned to DOLA within 30 days of identification of improper fund use.
iii. Payments from the Fund are not administered as part of a traditional grant
program and the provisions of the Uniform Guidance, 2 C.F.R. Part 200, that
are applicable to indirect costs do not apply. Recipients may not apply their
indirect costs rates to payments received from the Fund. Recipients may, if
they meet the conditions specified in the guidance for tracking time
consistently across a department, use payments from the Fund to cover the
portion of payroll and benefits of employees corresponding to time spent on
administrative work necessary due to the COVID-19 public health emergency.
(In other words, such costs would be eligible direct costs of the recipient).
This includes, but is not limited to, costs related to disbursing payments from
the Fund and managing new grant programs established using payments from
the Fund.
iv. Refer to guidance from the U.S. Treasury, the Office of the State Controller,
and DOLA's Nonexclusive Examples of Ineligible Expenditures for further
guidance.
4. Compliance
a. Recipient shall follow OMB's Uniform Guidance (2 C.F.R. Part 200): 2 C.F.R 2
§200.303 regarding internal controls, 2 C.F.R. §§200.330 through 200.332 regarding
subrecipient monitoring and management, and subpart F regarding audit
requirements, and the OMB Compliance Supplement. If Recipient plans to subaward
parts of its allocation to other local governments, Recipient shall first obtain DOLA's
approval. If DOLA approves, the Recipient shall comply with the responsibilities of
a pass -through entity per the Uniform Guidance.
b. Recipient shall comply with the CARES Act and official federal guidance as
determined by the State, including any requirements added or amended in the future
Governor Jared S. Polis I Rick M. Garcia, Executive Director I Chantal Unfug, Division Director
1313 Sherman Street, Room 521, Denver, CO 80203 P 303.864.7720 TDD/TTY 303.864.7758 www.dola.colorado.gov
due to additional guidance from the federal government (Office of Management and
Budget (OMB) or U.S. Treasury), and any guidance from the State including the
Office of the State Controller (OSC), the Office of State Planning and Budgeting
(OSPB), and DOLA.
5. Documentation. Recipient shall retain documentation on all uses of the funds, including
invoices, sales receipts, time and effort reporting, data and financial records, and any
other documentation that establishes compliance for up to five (5) years after final
payment is made using CVRF funds. Such documentation shall be provided to the federal
government, State of Colorado, and DOLA or their duly authorized representatives upon
request.
6. Monitoring.
a. DOLA shall randomly select recipient counties, municipalities, or special districts for
detailed monitoring of program fund expenditures. Recipient shall provide supporting
documentation for program fund expenditures promptly to DOLA, if requested, to
conduct necessary monitoring.
b. DOLA, the State of Colorado, or federal government reserves the right to initiate
detailed monitoring or auditing of any recipient at its sole discretion.
c. Monitoring may be onsite or by desk review and will include verification of quarterly
reports using receipts and other financial documentation as provided by the recipient.
d. The review shall provide assurance that the information self -reported by Recipient is
accurate and complete, and identify unallowable or questionable expenditures for
follow-up. When concerns are noted during the review process, the Recipient shall
provide documentation of the expenditures or accounting practices to DOLA for
verification.
7. Financial Reporting.
a. Recipient shall provide DOLA with itemized reimbursement requests as often as
needed and at a minimum within 30 days after the end of each quarter:
October 30, 2020
January 30, 2021
April 30, 2021
July 30, 2021
October 30, 2021
January 30, 2022 (last date to request reimbursement from CVRF funds)
b. Recipient shall report costs in the categories listed on the reimbursement request
form.
c. Recipient shall inform DOLA immediately if funds allocated will not be fully utilized
by the end of the Funding Period. DOLA, at its sole discretion, may unilaterally
deobligate such balances and make them available, in whole or in parts, for use by
other recipients.
d. All final reporting and any required documentation shall be completed by your
organization and returned to DOLA by January 31, 2022. DOLA will deobligate any
remaining balances.
8. In the event of a conflict or inconsistency between this Agreement and any Exhibit or
attachment, such conflict or inconsistency shall be resolved by reference to the
documents in the following order of priority:
a. CVRF Terms and Conditions
b. Allocation and Next Step Agreement
c. Recipient's Opt -in Form.
Governor Jared S. Polls I Rick M. Garcia, Executive Director I Chantal Unfug, Division Director
1313 Sherman Street, Room 521, Denver, CO 80203 P 303.864.7720 TDD/TTY 303.864.7758 www.dola.colorado.gov
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