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City of Santa Ana <br />19-PGP-13895, Am. 1 <br />Rev. 10/2022 <br />Page 4 of 5 <br />number and shall be signed and submitted to the Department's Program Manager at the <br />address provided above in Section 6, item D of Exhibit B. Invoices shall include at a <br />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 Budget <br />and Statement of Work, including identification of each employee, contractor, <br />subcontractor staff who provided services during the period of the invoice, the <br />number of hours and hourly rates for each of the Grantee's employees, <br />contractor(s), sub-recipient(s) or subcontractor's staff member(s), authorized <br />expenses with receipts, and contractor, sub -recipient and subcontractor invoices; <br />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 as <br />promptly as the Department's fiscal procedures permit upon receipt of an itemized <br />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 deliverables <br />subject to written approval by the Department, as long as the total budget does not <br />exceed the maximum amount awarded to the Grantee. <br />I. Grant funds cannot be disbursed until this Standard Agreement has been fully executed. <br />J. Grant fund payments will be made on a reimbursement basis; advance payments are <br />not allowed. The Grantee, its subcontractors and all partners, must have adequate cash <br />flow to pay all grant -related expenses prior to requesting reimbursement from the <br />Department. The Department may consider alternative arrangements to reimbursement <br />and payment methods based on documentation demonstrating cost burdens, including <br />the inability to pay for work pursuant to Section 601(f) of the Guidelines. <br />K. The Grantee will be responsible for compiling and submitting all invoices, supporting <br />documentation and reporting documents. Invoices must be accompanied by reporting <br />materials where appropriate. Invoices without the appropriate reporting materials will not <br />be paid. <br />1) Supporting documentation may include, but is not limited to; purchase orders, <br />receipts, progress payments, subcontractor invoices, timecards, or any other <br />Planning Grants Program (PGP) <br />NOFA Date: March 28, 2019 <br />Approved Date: October 17, 2019 <br />Prep. Date: October 4, 2022 <br />