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City of Santa Ana <br />20-LEAP-15676 <br />Page 4 of 5 <br />EXHIBIT B <br />1) At maximum, once per quarter; or <br />2) Upon completion of a deliverable; and <br />3) At minimum, one invoice for reimbursement annually. <br />The Department will use the 2020 calendar year beginning from the date of the release <br />of the NOFA on January 27, 2020 as the basis for scheduling reimbursements, with first <br />requests for reimbursement accepted upon full execution of the Agreement by the <br />Grantee and the Department. <br />F. The Request for Reimbursement roust be for a minimum of fifteen percent (15%) 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 the <br />contract number and shall be signed and submitted to the Department's Program <br />Manager at the address provided above in Section 6, Subsection D of this part. Invoices <br />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 Attachment 1: Project Timeline and Budget, and <br />Project Description, including identification of each employee, contractor or <br />subcontractor who provided services during the period of the invoice, the number <br />of hours and hourly rates for each of the Grantee's employees, contractor(s), sub- <br />recipient(s) or subcontractor's staff member(s), authorized expenses with receipts, <br />and contractor, sub -recipient 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 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 and conditions and circumstances may change. Grantees may request <br />adjustments to Attachment 1: Project Timeline and Budget and Project Description in the <br />Grantee's approved LEAP Application in writing (such as a budget adjustment across <br />deliverables), as long as the total budget does not exceed the maximum amount <br />awarded to the Grantee. All adjustments shall be subject to written approval by the <br />Department. <br />Local Early Action Planning (LEAP) <br />NQFA Date: January 27, 2020 <br />Approved Date: May 29, 2020 <br />Prep. Date: December 7, 2020 <br />