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iii. The Subrecipient shall be responsible to the Department for ensuring that all <br /> 19EMPG federal award funds provided to its subrecipients, and associated <br /> matching funds, are used in accordance with applicable federal and state <br /> statutes and regulations, and the terms and conditions of the federal award set <br /> forth in Exhibit F of this Agreement. <br /> 2. BUDGET, REIMBURSEMENT, AND TIMELINE <br /> a. Within the total Grant Agreement Amount, travel, subcontracts, salaries, benefits, printing, <br /> equipment, and other goods and services or other budget categories will be reimbursed <br /> on an actual cost basis upon completion unless otherwise provided in this Agreement. <br /> b. The maximum amount of all reimbursement requests permitted to be submitted under this <br /> Agreement, including the final reimbursement request, is limited to and shall not exceed <br /> the total Grant Agreement Amount. <br /> c. If the Subrecipient chooses to include indirect costs within the Budget (Exhibit E), an <br /> indirect cost rate agreement negotiated between the federal cognizant agency and the <br /> Subrecipient establishing approved indirect cost rate(s) as described in 2 CFR 200.414 <br /> and Appendix VII to 2 CFR 200 must be submitted to the Department Key Personnel. <br /> However, under 2 CFR 200.414(f), if the Subrecipient has never received a negotiated <br /> indirect cost rate agreement establishing federally negotiated rate(s), the Subrecipient <br /> may negotiate a rate with the Department or charge a de minimis rate of 10% of modified <br /> total direct costs. The Subrecipient's actual indirect cost rate may vary from the approved <br /> rate but must not exceed the approved negotiated indirect cost rate percentage for the <br /> time period of the expenditures. If a Subrecipient chooses to charge the 10% de minimis <br /> rate, but did not charge indirect costs to previous subawards, a request for approval to <br /> charge indirect costs must be submitted to the Department Key Personnel for approval <br /> with an explanation for the change. <br /> d. For travel costs, the Subrecipient shall comply with 2 CFR 200.474 and should consult <br /> their internal policies, state rates set pursuant to RCW 43.03.050 and RCW 43.03.060 as <br /> now 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 Key Personnel. <br /> e. Reimbursement requests will include a properly completed State A-19 Invoice Form and <br /> Reimbursement Spreadsheet (in the format provided by the Department) detailing the <br /> expenditures for which reimbursement is sought. Reimbursement requests must be <br /> submitted to Reimbursements(c�mil.wa.gov no later than the due dates listed within the <br /> Timeline (Exhibit D). <br /> Reimbursement request totals should be commensurate to the time spent processing by <br /> the Subrecipient and the Department. <br /> f. 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 retention <br /> requirements of this Agreement and be made available upon request by the Department <br /> and auditors. <br /> g. The Subrecipient should request prior written approval from Department Key Personnel <br /> to waive the due date in the Timeline (Exhibit D) and, once approved, submit those costs <br /> on the next scheduled reimbursement due date contained in the Timeline. Waiving or <br /> missing deadlines serves as an indicator for assessing an agency's level of risk of <br /> noncompliance with the regulations, requirements, and the terms and conditions of the <br /> agreement and may increase required monitoring activities. Any request for a waiver or <br /> extension of a due date in the Timeline (Exhibit D) will be treated as a request for <br /> Amendment of the Agreement. This request must be submitted to the Department Key <br /> Personnel sufficiently in advance of the due date to provide adequate time for Department <br /> review and consideration and may be granted or denied within the Department's sole <br /> discretion. <br /> DHS-FEMA-EMPG-FY 19 Page 3 of 35 City of Everett OEM, E20-142 <br />