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4. REIMBURSEMENT AND BUDGET REQUIREMENTS
<br /> The DEPARTMENT, using disaster funds from PL 93-288, the Robert T. Stafford Disaster Relief
<br /> and Emergency Assistance Act, as amended, and the State of Washington, for the Hazard
<br /> Mitigation Grant Program, shall issue payments to the 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 Distribution. Approval is subject to receipt of acceptable
<br /> documentation by the DEPARTMENT, to include, but not limited to, copies of receipts for
<br /> all 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 the
<br /> total project cost, as specified in Article II, Section A.2.f 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 60
<br /> 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.
<br /> Final 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, the United States Inspector General, or their authorized representatives.
<br /> d. Within the total Grant Amount of this Agreement, budget categories will be reimbursed on
<br /> an actual cost basis unless otherwise provided in this Agreement.
<br /> e. 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 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 Grant Timeline
<br /> (Attachment 4), but not more frequently than monthly.
<br /> All work under this Agreement must end on or before the Grant Agreement End Date, and
<br /> the final reimbursement request must be submitted to the DEPARTMENT within 45 days
<br /> 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, or
<br /> any non-federal entity to which the SUBRECIPIENT makes a subaward, and is invoiced
<br /> by the vendor.
<br /> Mitigation Project Grant Agreement Page 4 of 29 City of Everett, D22-024 Revised
<br /> Form 4/17/2020
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