Minutes - April 16, 2012 Regular Meeting

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BK:00024 PG:0878 Coawolidawd Agmement -rY I3 Page 5 of 22 1) Equipment must be accounted for in accordance with the North Carolina Department of State Treasurer Policies Manual, Chapter 20, and Fixed Assets Policy. 2). All equipment with an acquisition cost of $500.00 or more which is purchased with Women, Infants and Children (WIC) Program Funds, must be inventoried with the Women's and Children's Health Section. b. For Prior Approval Purposes 1) All equipment purchased or leased with an acquisition cost exceeding $2500.00 (except in WIC; see item ii below for WIC requirements), where there is an option to purchase with State/Federal funds must receive prior written approval from the appropriate Branch/Section. For PHP&R Grant funds only this is any purchase exceeding $2500 per invoice (e.g., if the agency is purchasing a computer, monitor, printer, etc. totaling more than $2500 or purchasing 6 computers at $500 each, this should be treated as one purchase for purposes of prior approval.) 2) For WIC, all computer and medical equipment purchased or leased, must receive prior written approval from the Branch regardless of cost. In addition, all other tangible assets (non computer /medical) with an acquisition cost exceeding $500.00 must receive prior approval. 3) The use of Women's and Children's Health Medicaid fees for capital improvements requires prior written approval from the Women's and Children's Health Section. C. For Accounting Purposes: The Department must utilize the depreciation schedule provided by the State for all assets with an acquisition cost of $5,000 or greater. The accumulated depreciation should be recorded in the general fixed assets account group. 15. The Department agrees to execute the following Consolidated Federal Certifications attached to this agreement as applicable when receiving Federal funds: a. Certification regarding Lobbying. b. Certification regarding Debarment. c. Certification regarding Drug -Free Workplace Requirements. d. Certification regarding Environmental Tobacco Smoke 16. When administering the Women, Infants, and Children's Program (WIC), the Department must adhere to the requirements set forth in Section 361 of the Healthy Hunger -Free Kids Act of 2010 which amended Section 12(b) of the Richard B. Russell National School Lunch Act (NSLA), 42 USC 1760(b). This Act requires the Department to support full use of the Federal administrative funds provided for the WIC program. The Federal administrative funds are specifically excluded from budget restrictions or limitations including, at a minimum, hiring freezes, work furloughs and travel restrictions. C. FISCAL CONTROL 1. The Department shall comply with the Local Government Budget and Fiscal Control Act, North Carolina General Statute Chapter 159, Article 3. a. The Department shall maintain a purchasing and procurement system in accordance with generally accepted accounting practices and procedures set forth by the Local Government Commission.