A-2004-176-01 - Laserfiche WebLink

Home Browse Search

Part Four - Periormance Period Activities Reimbursement of Eligible Costs Duplication of Benefits Changes to Scope of Work or Budget FY04 UASI funds will be disbursed on a reimbursement basis, by project, using the Reimbursement Request form included in Appendix E. Core cities and transit agencies are strongly encouraged to submit reimbursement requests as soon as costs have been incurred which includes when a vendor invoice has been received. In last year's grant, there was confusion about the reimbursement process. In particular, some grant recipients were under the impression that they must first purchase items with their own funds before seeking reimbursement. Instead, an invoice ITom a particular vender is sufficient for purchasing jurisdictions to request reimbursement ITom OES. For questions about the reimbursement process please contact OES' Grant Payments Unit at (916) 845-8110. The cost of employee labor and expenses has been incurred as soon as the time has been worked or the expense has been paid. Vendor costs have been incurred when the purchasing jurisdiction has received the vendor's invoice for payment. Encumbrances, purchase orders or signed contracts do not qualify as incurred costs. NOTE: Payments can only be made if the grant recipient has the following documents on file with OES: . Approved Application. Valid Goveming Body Resolution. Valid Grant Assurance. . . In no case is a duplication of benefits allowable. That is, a single cost may not be reimbursed under more than one grant. All changes to the approved scope of work or budget must be submitted to OES and approved by OHS. Revisions must be requested in writing and approved orior to initiating the revised scope of work or incurring the associated costs. These changes can be requested as part of the performance report process; however, grant recipients are not precluded ITom submitting revision requests at any time. Failure to submit revision requests and receive approval prior to expenditure could result in a reduction or disallowance of that part of the grant. Continued on next page FY04 Urban Areas Security Initiative Page 33