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12 -ORA -0 -SA 08/03/2016 <br />STPL-5063(168) <br />SPECIAL COVENANTS OR REMARKS <br />Federal Regulation (CFR) and 2 CFR Part 200 federal requirements, and all applicable <br />federal laws, regulations, and policy and procedural or instructional memoranda, unless <br />otherwise specifically waived as designated in the executed project -specific PROGRAM <br />SUPPLEMENT, <br />B. Invoices shall be submitted on ADMINISTERING AGENCY letterhead that includes <br />the address of ADMINISTERING AGENCY and shall be formatted in accordance with <br />LOCAL ASSISTANCE PROCEDURES. <br />C. ADMINISTERING AGENCY must have at least one copy of supporting backup <br />documentation for costs incurred and claimed for reimbursement by ADMINISTERING <br />AGENCY. ADMINISTERING AGENCY agrees to submit supporting backup <br />documentation with invoices if requested by State. Acceptable backup documentation <br />includes, but is not limited to, agency's progress payment to the contractors, copies of <br />cancelled checks showing amounts made payable to vendors and contractors, and/or a <br />computerized summary of PROJECT costs. <br />D. Indirect Cost Allocation Plan/Indirect Cost Rate Proposals (ICAP/ICRP), Central <br />Service Cost Allocation Plans and related documentation are to be prepared and provided <br />to STATE (Caltrans Audits & Investigations) for review and approval prior to <br />ADMINISTERING AGENCY seeking reimbursement of indirect costs incurred within each <br />fiscal year being claimed for State and federal reimbursement. ICAPs/ICRPs must be <br />prepared in accordance with the requirements set forth in 2 CFR, Part 200, Chapter 5 of <br />the Local Assistance Procedural Manual, and the ICAP/ICRP approval procedures <br />established by STATE. <br />E. STATE will withhold the greater of either two (2) percent of the total of all federal funds <br />encumbered for each PROGRAM SUPPLEMENT or $40,000 until ADMINISTERING <br />AGENCY submits the Final Report of Expenditures for each completed PROGRAM <br />SUPPLEMENT PROJECT, <br />F. Payments to ADMINISTERING AGENCY for PROJECT -related travel and <br />subsistence (per diem) expenses of ADMINISTERING AGENCY forces and its <br />contractors and subcontractors claimed for reimbursement or as local match credit shall <br />not exceed rates authorized to be paid rank and file STATE employees under current <br />State Department of Personnel Administration (DPA) rules. If the rates invoiced by <br />ADMINISTERING AGENCY are in excess of DPA rates, ADMINISTERING AGENCY is <br />responsible for the cost difference, and any overpayments inadvertently paid by STATE <br />shall be reimbursed to STATE by ADMINISTERING AGENCY on demand within thirty <br />(30) days of such invoice. <br />G. ADMINISTERING AGENCY agrees to comply with 2 CFR, Part 200, Uniform <br />Administrative Requirements, Cost Principles and Audit Requirement for Federal Awards. <br />H. ADMINISTERING AGENCY agrees, and will assure that its contractors and <br />subcontractors will be obligated to agree, that Contract Cost Principles and Procedures, <br />Program Supplement 12 -5063F15 -F159- ISTEA Page 4 of 6 <br />