2014/04/23 Council Agenda Packet

14 Program staff will review all A-19 Invoice Vouchers submitted. Copies of receipts or invoices paid may be requested to support expenditures listed for reimbursement. All agencies will be required to submit paperwork on time, by the 15th following the quarter or month in which the expenditure occurred. Invoice vouchers may not be submitted later than the 15th for the work of the time period. Late invoices will not be processed and will be returned. Before processing your A-19 Invoice Voucher, we may require documentation to determine accuracy. Your agency may be asked to provide the following documents in support of your program: • The number of`Recreational Boating Safety Officer Hours' listed on the A-19 will be compared with the `On-water Officer Hours' submitted on the agency quarterly Summary of Activities Report(A-428) Discrepancies will be adjusted to the lowest number of hours when reimbursed. • A copy of all vessel log sheets recording patrol dates, locations, and engine hours for each patrol vessel and shift to document on-water patrol hours boat activities. If patrol vessel logs are not kept for each patrol vessel and cannot be provided on request, State Parks reserves the right to void the reimbursement request. • Names of officers performing patrols who are reimbursed with grant funds Important note regarding expense documentation: It is your responsibility to maintain all back up information to support the expenditures you are claiming on your A-19 invoice voucher. Any state or federal audit activity will include review of your records. When reviewing expenditures listed,we will ask for expense documentation if the expenditure does not appear to support the RBS mission or it is not clear what the expenditure was for. Agencies must keep all receipts and timesheets but do not have to send them with your reimbursement request (A-19). If you have questions contact the Law Enforcement Program Specialist at (360) 902-8835 or Ms. Sherri Sweeney at (360) 902-8845 or sherri.sweeney(a�parks.wa.gov Specific Requirement for Use of Federal Funds Federal financial assistance grants are for the support of an agency's recreational boating safety program. Funds are not to be used to replace local funding budgeted for the program. By submitting an application an agency agrees that federal grant funds will be used in conjunction with local funding and state Vessel Registration Fees. Grant funds are not for the replacement of local funds or state Vessel Registration Fees received each year. 4 75