File Documentation. In addition to the applicable record retention items include in Attachment 3 or elsewhere in this agreement, the Recipient must maintain, at a minimum, the following documentation in its files and the documentation must be available for HUD review during an on-site monitoring visit, for submission when the GTR or CAO request particular documentation for remote monitoring purposes, and for submission when the GTR or CAO request particular documentation to assess payment requests from the Recipient:
File Documentation. The AO’s file documentation for Associate Awards must include ● A copy of the Planner’s consultation with the AOR for the Leader Award; ● The request for the recipient’s application; ● The recipient's application with affirmation of certifications found in 303.3.8; ● A Memorandum of Negotiation, including a cost review; and ● A copy of the final Associate Award (a copy must be sent to the AOR for the Leader Award) and a copy of the Leader Award.
File Documentation. The Agency Secure Image and Storage Tracking (ASIST) System is the Agency's official electronic repository for all Acquisition & Assistance (A&A) award documentation. A&A staff must file all documentation relating to an award, from pre-solicitation through close out, in ASIST. AORs must also maintain their award administration files in ASIST. The requirements and procedures for filing award documents in ASIST, as well as standards for file documentation by award type are available internally at xxxxx://xxxxx.xxxxx.xxx/M/OAA/assistance-resources. The ASIST guidelines also contain guidance for maintaining older awards in the paper-based format. The AO must document the negotiation process for a new assistance award or an amendment of an existing award, along with other pre-award determinations in a Memorandum of Negotiation. AOs may use the applicable templates found internally at xxxxx://xxxxx.xxxxx.xxx/M/OAA/assistance-templates. The Memorandum of Negotiations must be included in the award file together with all applicable supporting documentation. ADS 511, Essential Records Program requires that all essential records also be maintained in hard copy format. Most assistance awards will not meet the requirements of essential records. If the cognizant B/IO or Mission identifies the award as an essential record, in accordance with the procedures and criteria in ADS 511, AOs and AORs must also maintain the award and AOR files in hard copy. The Agency’s Essential Records Program is managed by the Bureau for Management, Office of Management Services, Information and Records Division (M/MS/IRD).
File Documentation. Citizens’ expectation is that all activity which occurs within a particular matter shall be documented within Citizens’ litigation management billing system (Acuity). Activity within a matter includes, but is not limited to, any and all communications and documents (formal pleadings or otherwise) that relate to the particular matter.
File Documentation. Construction subcontract file documentation shall include a copy of the approved NASA Form 1509 authorizing the project. For construction subcontracts requiring Contracting Officer consent, the consent file shall include a copy of the approved NASA Form 1509 authorizing the project. (End of Clause)
File Documentation. The Contractor shall maintain individual participant files. Documents may be stored electronically as long as data security protocols are followed. File contents include documents that are legible, may be originals or copies of forms, and may include but are not limited to: Legible documents verifying participant eligibility as stated in Section 3: Participant Eligibility. USCIS form numbers are indicated below. Documents may include but not limited to:
File Documentation. Applications will be organized in a loan file in accordance with FmHA or its successor agency under Public Law 103–354 Instruction 2033–A (available in any FmHA or its successor agency under Public Law 103–354 office.) An 8-position fold- er with tabs will be utilized. The State Director may supplement the Position Guides to include specific legal re- quirements within their State. If the lender prepares a complete application package, it may accompany the docket provided the docket is organized in a binder, indexed and tabbed. Feasibility studies should be kept separate. It is the responsibility of FmHA or its successor agency under Public Law 103– 354 employees who work on applications or servicing actions to add to the correspond-
File Documentation. The Agency Secure Image and Storage Tracking (ASIST) System is the Agency's official electronic repository for all Acquisition & Assistance (A&A) award documentation. A&A staff must file all documentation relating to an award, from pre-solicitation through close out, in ASIST. AORs must also maintain their award administration files in ASIST. The requirements and procedures for filing award documents in ASIST, as well as standards for file documentation by award type are available internally at xxxxx://xxxxx.xxxxx.xxx/M/OAA/assistance-resources. The ASIST guidelines also contain guidance for maintaining older awards in the paper-based format. The AO must document the negotiation process for a new assistance award or an amendment of an existing award, along with other pre-award determinations in a Memorandum of Negotiation. The Memorandum of Negotiations must be included in the award file together with all applicable supporting documentation. ADS 511, Essential Records Program requires that all essential records also be maintained in hard copy format. Most assistance awards will not meet the requirements of essential records. If the cognizant B/IO or Mission identifies the award as an essential record, in accordance with the procedures and criteria in ADS 511, AOs and AORs must also maintain the award and AOR files in hard copy. The Agency’s Essential Records Program is managed by the Bureau for Management, Office of Management Services, Information and Records Division (M/MS/IRD). 303.3.13 The Award Process and Elements of an Award Effective Date: 12/23/2019 Before making an award, the AO must ensure that: ● The program description clearly identifies the purpose of the program, contains an implementation plan that specifically identifies each element of the program, and specifies the duration of the assistance instrument. ● All elements of the award – including items in the schedule such as period of performance, award amount, place of performance, and program description – clearly and coherently express the specific understandings of both parties. ● The Branding Strategy and Marking Plan meet regulatory and USAID policy requirements. If the Administrator has provided a written determination for use of an additional or substitute logo or seal and tagline representing a presidential initiative or other high level interagency federal initiative, the AO must identify the alternate branding to be used in the award (see 2 CFR 700.16 or, for non-U.S...
File Documentation i. A Claims status report including an action plan will be in each Indemnity Claim file (paper and/or online). This will include steps taken to move the file to conclusion in accordance with the proposed plan of action. The report will identify issues and the actions taken to finalize the Claim.
File Documentation. Before a debt is assessed against a participant or owner, Pensacola Housing's claim that a debt is owed must be properly documented. Documentation will include a clear written explanation of the method used to calculate the debt. The debt file, with all supporting documentation, will be made available to the participant or owner who owes the debt.
