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Part Four - Performance Period Activities <br />Reimbursement FY06 EMPG funds will be disbursed on a reimbursement basis, by project, <br />of Eligible using the Reimbursement Request form included in Appendix C. <br />Costs <br />OAs are strongly encouraged to submit reimbursement requests as soon as <br />costs have been incurred and vendor invoices have been received. The cost of <br />employee labor and expenses has been incurred as soon as the time has been <br />worked or the expense has been paid. Vendor costs have been incurred when <br />the purchasing jurisdiction has received the vendor's invoice for payment. <br />Encumbrances, purchase orders or signed contracts do not qualify as incurred <br />costs. <br />NOTE: Payments can only be made if the OA has an: <br />Approved Application <br />Valid Governing Body Resolution <br />Valid Grant Assurance <br />Revision All changes to the OA's approved Project Narratives and Project Budget <br />Requests Worksheets must be submitted to OES in writing and approved REt2L to <br />initiating the revised scope of work or incurring the associated expenditures. <br />These changes can be requested as part of the performance report process. <br />However, OAs are not precluded from submitting revision requests to IDES at <br />any time during the performance period. <br />Failure to submit revision requests and receive approval prior to expenditure <br />could result in a reduction or disallowance of that part of the grant. <br />Performance OAs must prepare and submit a performance report to OES for the duration of <br />Report the performance period, or until all grant activities are completed and the <br />grant is formally closed. The report must include the status of all projects, as <br />well as other requested information and data. The report is due to OES July <br />16, 2006. <br />A performance report template, with instructions, will be distributed under <br />separate cover prior to the deadline for the first report. Failure to submit your <br />performance report could result in grant reduction, termination or suspension. <br />Continued on next page <br />FY 06 EMPG Grant Guide for Local Government Page 22 of 51 13 <br />