|
However, in the event that it may be impractical to determine exact costs of indirect or service functions,
<br /> eligible costs will include such allowances for these costs as may be approved by the Department.
<br /> D. Documentation of Project Costs-All costs charged to the Project, including any approved services contributed
<br /> by the Grantee or others, shall be supported by properly executed payrolls, time records, invoices, contracts, or
<br /> vouchers evidencing in detail the nature and propriety of the charges, in form and content satisfactory to the
<br /> Department.
<br /> E. Checks, Orders,and Vouchers-Any check or order drawn by the Grantee with respect to any item which is
<br /> or will be chargeable against the Project Account will be drawn only in accordance with a properly signed
<br /> voucher then on file in the office of the Grantee stating in proper detail the purpose of which such check or
<br /> order is drawn. All checks, payrolls, invoices, contracts,vouchers,orders, or other accounting documents
<br /> pertaining in whole or in part to the Project shall be clearly identified, readily accessible, and,to the extent
<br /> feasible, kept separate and apart from all other documents.
<br /> F. Record Retention-The Grantee shall maintain(and shall cause its contractors and subcontractors to
<br /> maintain),for a 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 verify the
<br /> amounts, receipts, disbursements, names of recipients,and uses of all funds passing in conjunction with the
<br /> Agreement;the Agreement and all books, records,and supporting documents related to the Agreement shall
<br /> be available for review and audit by the Auditor General,the Department,or the Federal Transit
<br /> Administration(hereinafter"Auditing Parties"); and the Grantee agrees to cooperate fully with any audit
<br /> conducted by the Auditing Parties and to provide full access to all relevant materials. Failure to maint�in the
<br /> books, records, and supporting documents required by this section shall establish a presumption in favor of
<br /> the Government for the recovery of any funds paid by the Department under the Agreement for which
<br /> adequate books, records, and supporting documentation are not available to support their purported
<br /> disbursement.
<br /> G. General Audit and Inspection-Pursuant to 49 CFR 18.36(i),633.17,and 19.48, and applicable Office of
<br /> Management&Budget Circulars,the Grantee shall permit, and shall require its contractors to permit,the
<br /> Department or any other state or federal agency authorized to perForm audits and inspections,to inspect all
<br /> work,work sites, materials, payrolls, and other data and records,with regard to the Project,and to audit the
<br /> books records and accounts of the Grantee and its contractors with regard to the Project. The Department
<br /> may also require the Grantee to furnish at any time prior to close-out of the Project,audit reports prepared
<br /> according to generally accepted accounting principles. The Grantee agrees to comply promptly with
<br /> recommendations contained in the Department's final audit report.
<br /> H. Unused Funds-The Grantee agrees that upon completion of the Project,and after payment or provision for �'
<br /> payment or reimbursement of all eligible costs,the Grantee shall refund to the Department any unexpended I
<br /> balance of the Grant. Prior to close-out, however,the Department reserves the right to deobligate unspent
<br /> funds.
<br /> ITEM 12-REQUISITIONS AND PAYMENTS
<br /> A. Requests for Payment by the Grantee-The Grantee may submit written requisitions for payment of eligible
<br /> costs, and the Department shall honor such requests in the manner set forth in this ITEM. I�order to receive
<br /> grant payments pursuant to this Agreement,the Grantee must:
<br /> (1) complete, execute and submit to the Department requisition forms supplied by the Department in
<br /> accordance with the instructions contained therein; �
<br /> (2) submit to the Department an explanation of the purposes for which costs have been incurred to
<br /> date or are reasonably expected to be incurred within the requisition period (not more than 30 days
<br /> State/Federa!Capital Grant page 13
<br />
|