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Attachment A <br />Program Guidelines <br />Budget Revision <br />The grantee shall submit awrittenbudget revision request and obtain writtenapproval from the OTS <br />Authorized Representativebefore any expenditure may bemade based on a revised budget. <br />Record Retention <br />UnderMinn.Stat. 16B.98,subd. 8,the grantee shall retain all financial records for a minimum ofsix years <br />after theexpiration of the grant agreement oruntil anyauditfindings and/or recommendationsfrom prior <br />audit(s) have beenresolved between the grantee and DPS, whichever islater. <br />Program Income <br />Is any revenue/cashreceived for an activity funded by the grant or contract? Program income would include <br />a fee for services (such as a registration fee for aconferenceor classinfull or in part subsidized with federal <br />funds) or fees fromthe saleof commodities or items made with grant funds.The grantee is responsiblefor <br />tracking allprogram income withthe same level ofdetail as federal funds and reporting earned incometo <br />OTS along withinvoices. Program Income can be either deductedfrom thecostsof the project to OTSor <br />canbeanadditiontothe project budget provided by OTS; which option must be specified and detailed in the <br />budgetand work plan.Income approved <br />and specified in the work plan and budgetto be used as anaddition tothe project canonly be used for <br />purchases that would be considered allowable expenses. <br />Resolutions: <br />AResolution from a city councilorcountyboardis required from the applicant agency. This resolution <br />authorizingthe agency to apply for and accept the grant fundingis needed before the project begins. <br />Information and an example of aresolution can be found in Attachment D. Deviations fromtheexample <br />changingthe date) <br />will likely causedelays in processing grants and may not be acceptable. The OTS is unable to enter intoan <br />representative <br />Equipment: <br />Because of the strict timelines forfinalclaims for reimbursement, it is usually notpossibleto order, receive <br />and pay forequipmentduringthe last quarter. <br />Anypiece of equipmentthatcosts more than $5,000 (including taxes, shipping and installation), is subject <br />to the Buy AmericaAct. Whether the NHTSA funds are used for the entire purchase oranyportion of the <br />purchase, it mustbe approved in writing by the NHTSA before it is ordered. Contact the OTS authorized <br />representative to request that approval. <br />Anyequipmentrequestedto be purchased, either entirelyorpartiallywith grant funding, must beused to <br />support the traffic safety programand pre-approved in writing by the OTS. Further, it shallbe used <br />primarily for grant-related purposes during the life of the equipment. The grantee maynotdeviate from this <br />requirement. The grantee shall beresponsible for alloperating, maintenance, and repair costs of equipment <br />purchased under this grant contractunless otherwise specified. Title to equipment acquired under thisgrant <br />contractshall vest upon the grantee.Granteemustobtain prior written approval fromOTS of any planto <br />trade-in, sell, surplus, or otherwise dispose of any piece of equipment purchased in whole or in part through <br />this agreement. <br />Training Requirements <br />Thegranteeshallattend meetings and training asrequired by OTS. <br />Travel <br />Travelcosts must be planned on a separate line in the budget and discussed in the work plan. When <br />approved, reimbursement fortraveland subsistence expenses actually and necessarily incurredbythe <br /> <br />