R2010-138 AUTHORIZING APPLICATION FOR A PUBLIC TRANSPORTATION CAPITAL ASSISTANCE GRANT

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costs allocated to the capital project based on an approved cost allocation plan, and support services costs. Provided however, that the Department wiii not consider for approval a cost allocation plan that has not been approved by either the FTA or the Grantee's cognizant federal agency; and, provided further, that the support costs shall not exceed two (2) percent of the amount of any grant for the purchase of rolling stock and six(6) percent of the amount of any grant for all other types of capital projects; and 10. not be expenditures incurred by the Grantee which exceed the amount budgeted for a specific project line item (i.e. project element,job order or item) unless, at the time of completion of the project line item, those expenditures meet all of the following requirements: a. Justification, satisfactory to the Department, is provided to explain the reason for the overexpenditure and why that overexpenditure was not anticipated prior to exceeding the budget for the project line item; b. The budget for the project line item covers the full scope of the project line item, i.e., the budget of the project line item is intended to be adequate for the completion of the project line item (including, but not limited to, all engineering, material procurement, or construction); c. The amount by which the expenditures exceed the budget for the project line item is less than $10,000 or five percent of the approved budget of the project line item, whichever is less; d. There are sufficient unspent funds in Contingencies which may be reallocated to the budget of the project line item; e. The funds remaining in Contingencies after reallocation of the funds to the budget of the project line item are sufficient, as determined by the Department, to provide for the uncompleted portions of all project line items described in the Agreement; and f. The increased expenditure will not cause the allowable Grant for the Project to be exceeded. However, in the event that it may be impractical to determine exact costs of indirect or service functions, eligible costs will include such allowances for these costs as may be approved by the Department. D. Documentation of Project Costs-All costs charged to the Project, including any approved services contributed by the Grantee or others, shall be supported by properly executed payrolls, time records, invoices, contracts, or vouchers evidencing in detail the nature and propriety of the charges, in form and content satisfactory to the Department. E. Checks. Orders, and Vouchers-Any check or order drawn by the Grantee with respect to any item which is or will be chargeable against the Project Account will be drawn only in accordance with a properly signed voucher then on file in the office of the Grantee stating in proper detail the purpose of which such check or order is drawn. All checks, payrolls, invoices, contracts, vouchers, orders, or other accounting documents pertaining in whole or in part to the Project shall be clearly identified, readily accessible, and, to the extent feasible, kept separate and apart from all other documents. F. Record Retention-The Grantee shall maintain (and shall cause its contractors and subcontractors to maintain), for a minimum of three(3)years after the completion of the State/Federal Capital Grant Page 14