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. , � � <br /> (a) Justification satisfactory to the Department is provided to explain the reason for the <br /> overexpenditure and why that overexpenditure was not anticipated prior to exceeding <br /> the budget for the project line item; <br /> (b) The budget for the project line item covers the full scope of the project line item, i.e., <br /> the budget of the project line item is intended to be adequate for the completion of the <br /> project line item (including, but not limited to, all engineering, material procurement, or <br /> construction); <br /> (c) The amount by which the expenditures exceed the budget for the project line item is <br /> less than $10,000 or flve percent of the approved budget of the project line item, <br /> whichever is less; <br /> (d) There are sufficient unspent funds in Contingencies which may be reallocated to the <br /> budget of the project line item; <br /> (e) The funds remaining in Contingencies after reallocation of the funds to the budget of <br /> the project line item are sufficient, as determined by the Department, to provide for the <br /> uncompleted portions of all project line items described in the Agreement; and <br /> (f) The increased expenditure will not cause the allowable State Grant for the Project to <br /> be exceeded.. <br /> However, in the event that it may be impractical to determine exact costs of indirect or service <br /> functions, eligible costs will include such allowances for these costs as may be approved by <br /> the Department. <br /> D. Documentation of Project Costs-All costs charged to the Project, including any approved <br /> services contributed by the Grantee or others, shall be supported by properly executed <br /> payrolls, time records, invoices, contracts, or vouchers evidencing in detail the nature and <br /> propriety of the charges, in form and content satisfactory to the Department. <br /> E. Checks, Orders, and Vouchers-Any check or order drawn by the Grantee with respect to any <br /> item which is or will be chargeable against the Project Account will be drawn only in <br /> accordance with a properly signed voucher then on file in the office of the Grantee stating in <br /> proper detail the purpose of which such check or order is drawn. All checks, payrolls, <br /> invoices, contracts, vouchers, orders, or other accounting documents pertaining in whole or in <br /> part to the Project shall be clearly identified, readily accessible, and, to the extent feasible, <br /> kept separate and apart from all other documents. <br /> F. Record Retention -The Grantee shall maintain (and cause its contractors to maintain), for a <br /> minimum of three (3) years after the completion of the Agreement(which shall occur after the <br /> completion of settlement of audit findings), all books, records, and supporting documents to <br /> verify the amounts, receipts, disbursements, recipients, and uses of all funds passing in <br /> conjunction with the Agreement; the Agreement and all books, records, and supporting <br /> documents related to the Agreement shall be available for review and audit by the Auditor <br /> General or the Department(hereinafter"Auditing Parties"); and the Grantee agrees to <br /> cooperate fully with any audit conducted by the Auditing Parties and to provide full access to <br /> all relevant materials. Failure to maintain the books, records, and supporting documents <br /> required by this section shall establish a presumption in favor of the Department for the <br /> State Capital Grant <br /> Pa ge 12 <br />