HomeMy WebLinkAbout24-25 GIA Letter - Web VersionThe County of Hawaiʻi is an Equal Opportunity Provider and Employer
OFFICE OF THE COUNTY AUDITOR
120 Pauahi St. Suite 309 Hilo, Hawaiʻi 96720 • (808) 961-8386 • Fax (808) 961-8905
website: http://hawaiicounty.gov e-mail: countyauditor@hawaiicounty.gov
August 29, 2025
To: ORGANIZATION NAME
Address: ORGANIZATION ADDRESS
Program: PROGRAM NAME
Preparer Name: CONTACT NAME/ATTENTION
Period Being Reviewed: Fiscal Year 2024-2025
Amount Awarded: $ AMOUNT
Subject: Compliance with Hawaiʻi County Code, Article 25 - Appropriation of Funds to Nonprofit
Organizations
To the awardee organization,
We hope this message finds you well.
The County of Hawaiʻi Office of the County Auditor (OCA) is conducting a compliance review in
accordance with Article 25 of the Hawaiʻi County Code, which governs the appropriation of County
funds to nonprofit organizations (NPOs). This article outlines specific obligations related to fiscal
accountability, documentation, and measurable outcomes. As a recipient of County funds, your
organization is required to maintain and provide supporting records demonstrating compliance with
these provisions.
To complete our review, please submit the following documentation no later than Tuesday, September
30, 2025. Please note that documents submitted will not be returned. All items must be clearly labeled
and organized as indicated below:
Required Documentation:
Exhibit “A” – Activity Timeline and Outcome Report
Submit a detailed, chronological timeline of all grant-funded activities. This timeline must include:
• Specific dates of each activity or event
• Descriptions of activities conducted
• Exact dollar amounts of grant funds allocated to each activity and budgeted category
• Measurable outcomes or deliverables achieved (quantitative or qualitative), directly tied to each
activity
• A summary of how these activities align with the stated purpose of the grant and benefit the
public as per grant terms
This report must clearly demonstrate the connection between County funds expended and the specific,
measurable public benefits derived.
Exhibit “B” – Participant Engagement Records
Provide verifiable records of community or participant involvement, such as:
• Attendance sheets or sign-in logs
• Program enrollment or registration data
• Service delivery records (e.g., hours of service, appointments held)
• Documentation of participation in workshops, training, or outreach events
If your program includes year-over-year comparison metrics, also submit corresponding data from the
prior year to illustrate measurable changes or progress.
Exhibit “C” – Financial Documentation
Submit complete financial support for all grant-related expenditures, including:
• Itemized receipts and invoices showing the details of each purchase or expense
• Each receipt or invoice must be clearly assigned to the appropriate budget category (e.g.,
supplies, equipment, contracted services, etc.) as outlined in your approved grant budget
• A reconciliation report tying all submitted expenses to the financial statements or expenditure
reports previously submitted to the County
• All expenses must be directly connected to the grant-funded activities listed in Exhibit “A”
• If applicable, please provide documentation from the County approving any budget or expense
shifts, rotations, deviations and/or changes from the originally approved budget categories.
Please ensure all financial documentation is organized in a way that allows County staff to easily review
and verify compliance with the approved grant terms.
Submission Instructions:
By Mail or In-Person:
County of Hawaiʻi
Office of the County Auditor
120 Pauahi Street, Suite 309
Hilo, HI 96720
Electronic Submission:
If you prefer to submit your documentation electronically, please contact our office in advance. Upon
request, we will provide access to a secure FTP folder for file transfer, free of charge.
Important Notes:
• Submitting complete, accurate, and properly organized documentation is a requirement under
Article 25 and is essential to remain in good standing for current and future funding.
• Please note, expenses outside of the 2024-2025 fiscal year will not be considered and
adjustments to budget totals will be adjusted accordingly.
• Failure to comply with these requirements by the deadline may jeopardize your organization’s
eligibility for continued or future funding.
• A copy of the scoring matrix is attached for your reference.
• The full text of Article 25 is available for reference at www.hawaiicounty.gov under the Office of
the County Clerk.
If you have any questions regarding the documentation requirements or need clarification on any item,
please contact our office at your earliest convenience.
Thank you for your cooperation and for your continued service to the community. We look forward to
receiving your submission by the stated deadline.
Mahalo,
The Office of the County Auditor
County of Hawaiʻi
Phone: (808) 961-8386
Fax: (808) 961-8905