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City of Santa Ana <br />19-PGP-13895 <br />Page 4 of 5 <br />EXHIBIT B <br />1) At maximum, once per quarter; or <br />2) Upon completion of a deliverable, subject to the Department's approval; and <br />3) At minimum, one invoice for reimbursement annually. <br />The Department will use the 2019 calendar year beginning with January, with first <br />requests for reimbursement accepted on or after September 30, 2019. <br />F. The request for reimbursement must be for a minimum of 15 percent of the <br />maximum grant amount awarded. The Department may consider exceptions to the <br />minimum amount requested on a case -by -case basis. All invoices shall reference <br />the contract number and shall be signed and submitted to the Department's <br />Program Manager at the address provided above in Section 6, item D of Exhibit B. <br />Invoices shall include at a minimum the following information: <br />1) Names of the Grantee's personnel performing work; <br />2) Dates and times of project work; <br />3) Itemized costs in accordance with the Schedule F: Project Timeline and <br />Budget and Statement of Work, including identification of each employee, <br />contractor, subcontractor staff who provided services during the period of the <br />invoice, the number of hours and hourly rates for each of the Grantee's <br />employees, contractor(s), sub-recipient(s) or subcontractor's staff <br />member(s), authorized expenses with receipts, and contractor, sub -recipient <br />and subcontractor invoices; and <br />4) Any other documents, certifications, or evidence deemed necessary by the <br />Department prior to disbursement of grant funds. <br />G. The Department will reimburse the Grantee directly for all allowable project costs <br />as promptly as the Department's fiscal procedures permit upon receipt of an <br />itemized signed invoice. <br />H. The Department recognizes that budgeted deliverable amounts are based upon <br />estimates. Grantees may request, in writing, a budget adjustment across <br />deliverables subject to written approval by the Department, as long as the total <br />budget does not exceed the maximum amount awarded to the Grantee. <br />Grant funds cannot be disbursed until this Standard Agreement has been fully <br />executed. <br />Planning Grants Program (PGP) <br />NOFA Date: March 28, 2019 <br />Approved Date: October 17, 2019 <br />Prep. Date: March 12, 2020 <br />20E-13 <br />