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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 /> has had reasonable time to conduct its review. Final reimbursement requests will not be <br /> approved for payment until the SUBRECIPIENT is current with all reporting requirements <br /> contained in this Agreement. <br /> SUBRECIPIENTs shall only use federal award funds under this Agreement to <br /> supplement existing funds, and will not use them to replace (supplant) non-federal funds <br /> that have been budgeted for the same purpose. <br /> 15PDM Page 4 of 27 City of Everett Office of Emergency Management, E17-102 <br />