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The DEPARTMENT, using mitigation funds from the Pre-Disaster Mitigation grant program,
<br /> authorized under Section 203 of the Stafford Act, 42 U.S.C. 5133, shall issue payments to the
<br /> SUBRECIPIENT as follows:
<br /> a. All payment requests shall be made to the SUBRECIPIENT upon submission and
<br /> approval of eligible, reimbursable work completed and billed on an A-19 form, State of
<br /> Washington Invoice Voucher. Approval is subject to receipt of acceptable
<br /> documentation by the Department, to include, but not limited to, copies of receipts for all
<br /> goods and services purchased, copies of invoices from contractors and subcontractors
<br /> for work completed, and copies of timesheets for staff involved with the project, sign-
<br /> in/sign-out sheets for donated personnel and/or volunteer time spent on the project, and
<br /> documentation to support other in-kind contributions.
<br /> b. The DEPARTMENT reserves the right to withhold disbursement of up to 10 percent of
<br /> the total project cost, as specified in Article II, section A, 2, Project Funding, to the
<br /> SUBRECIPIENT until the project has been completed and given final approval by the
<br /> DEPARTMENT.
<br /> c. Final Payment: Final payment of any remaining, or withheld, funds will be made within
<br /> 60 days after submission by the SUBRECIPIENT of the final report, final A-19, Voucher
<br /> Distribution, and completion of all final inspections by the DEPARTMENT. Final
<br /> payment by the DEPARTMENT also may be conditioned upon a financial review, if
<br /> determined necessary by the DEPARTMENT. Adjustments to the final payment may be
<br /> made following any audits conducted by the DEPARTMENT, Washington State Auditor's
<br /> Office or the Department of Homeland Security Office of the Inspector General.
<br /> d. Within the total Grant Amount of this Agreement, budget categories will be reimbursed
<br /> on an actual cost basis unless otherwise provided in this Agreement.
<br /> e. The maximum amount of all reimbursement requests permitted to be submitted under
<br /> this Agreement, including the final reimbursement request, is limited to and shall not
<br /> exceed the total Grant Amount of this Agreement.
<br /> f. For travel costs, SUBRECIPIENTs shall comply with 2 CFR 474 and should consult their
<br /> internal policies, state rates set pursuant to RCW 43.03.050 and RCW 43.03.060 as now
<br /> existing or amended, and federal maximum rates set forth at http://www.gsa.gov, and
<br /> follow the most restrictive. If travel costs exceed set state or federal limits, travel costs
<br /> shall not be reimbursed without written approval by DEPARTMENT's Key Personnel.
<br /> g. Receipts and/or backup documentation for any approved items that are authorized under
<br /> this Agreement must be maintained by the SUBRECIPIENT consistent with record
<br /> retention requirements of this Agreement, and be made available upon request by the
<br /> DEPARTMENT, and local, state, or federal auditors.
<br /> h. The SUBRECIPIENT will submit reimbursement requests to the DEPARTMENT by
<br /> submitting a properly completed State A-19 Invoice Form, Interagency Electronic Funds
<br /> Transfer, or Agency/Business invoice with support documentation detailing the
<br /> expenditures for which reimbursement is sought. Reimbursement requests must be
<br /> submitted by email to both the DEPARTMENT's Hazard Mitigation Program Coordinator
<br /> and the Program Manager no later than the due dates listed within the Project
<br /> Development Schedule (Attachment 4), but not more frequently than monthly.
<br /> All work under this Agreement must end on or before the Grant Agreement End Date,
<br /> and the final reimbursement request must be submitted to the DEPARTMENT within 45
<br /> days after the Grant Agreement End Date, except as otherwise authorized by written
<br /> amendment of this Agreement and issued by the DEPARTMENT.
<br /> j. If applicable, no costs for purchases of equipment/supplies will be reimbursed until the
<br /> related equipment/supplies have been received by the SUBRECIPIENT, its contractor,
<br /> or any non-federal entity to which the SUBRECIPIENT makes a subaward, and is
<br /> invoiced by the vendor.
<br /> k. Failure to timely submit complete reports and reimbursement requests as required by
<br /> this Agreement will prohibit the SUBRECIPIENT from being reimbursed until such
<br /> complete reports and reimbursement requests are submitted and the DEPARTMENT
<br /> 15PDM Page 4 of 50 City of Everett Office of Emergency Management, E19-216
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