2009/08/19 Council Agenda Packet

• 9 Grant No_G1000088 Independent Cleanup Action Agreement with City of Everett PART 4: BUDGET CONDITIONS A. Any work performed or costs incurred prior to the effective date of this agreement will be at the sole expense of the RECIPIENT. B. Overhead is eligible at a rate of 25 percent of staff salaries and benefits for time devoted to tasks outlined in this agreement. C. The DEPARTMENT'S Fiscal Office tracks expenditures at the project level.The grant manager tracks expenditures at the task level. To increase or decrease state funding or change the scope of work, the DEPARTMENT requires a formal amendment. The expiration date may be changed by letter amendment. D. [n-kind services are not eligible for match. E. Payments to the RECIPIENT from the DEPARTMENT shall be made payable to City of Everett, 3200 Cedar Street, Everett, WA 98201. PART 5: SPECIAL TERMS AND CONDITIONS A. BILLING 1. The payment request shall be submitted on State Voucher forms that include an A-19, B2, and C2. 2. The RECIPIENT shall itemize costs by task on C2 form and summarize costs by task on the B2 form. B. DOCUMENTATION 1. The RECIPIENT shall include the supporting documentation for all expenses, including RECIPIENT salary and benefits. 2. Supporting documentation includes contractor and subcontractor invoices and receipts, accounting records, or any other form of record that establishes the appropriateness of an expense. 3. The DEPARTMENT may request additional documentation if needed to determine if a cost will be allowed. 4. RECIPIENT accounting procedures shall include maintaining supporting documentation in a grant file. This includes cancelled checks, invoices,purchase receipts, payroll records, time and attendance records,contract award documents, and vouchers sent to the DEPARTMENT. The Recipient shall keep all 30 Page 4 of 14