2015/11/04 Council Agenda Packet

_. 5 E. After the Period of Performance.No expenditure made,or obligation incurred,following the period of performance shall be eligible,in whole or in part,for grant funds hereunder.In addition to any remedy the funding board may have under this Agreement,the grant amounts identified in this Agreement shall be reduced to exclude any such expenditure from participation. SECTION 11. PROJECT REIMBURSEMENTS A. Reimbursement Basis.This Agreement is administered on a reimbursement basis per WAC 286-13 and/or 420-12.The sponsors may only request reimbursement for eligible and allowable costs incurred during the period of performance.The sponsor may only request reimbursement after(1)this Agreement has been fully executed and(2)the sponsor has remitted payment to its vendors.RCO will authorize disbursement of project funds only on a reimbursable basis at the percentage as defined in Section F:Project Funding.Reimbursement shall not be approved for any expenditure not incurred by the sponsor or for a donation used as part of its matching share.RCO does not reimburse for donations,which the sponsor may use as part of its percentage.All reimbursement requests must include proper documentation of expenditures as required by RCO. B. Reimbursement Request Frequency.Sponsors are encouraged to send RCO a reimbursement request at least quarterly. Sponsors are required to submit a reimbursement request to RCO,at a minimum for each project at least once a year for reimbursable activities occurring between July 1 and June 30 or as identified in the milestones.Sponsors must refer to the most recently published/adopted RCO policies and procedures regarding reimbursement requirements. C Compliance and Payment.The obligation of RCO to pay any amount(s)under this Agreement is expressly conditioned on strict compliance with the terms of this Agreement by the sponsor. D. Retainage Held Until Project Complete.RCO reserves the right to withhold disbursement of up to the final ten percent(10%)of the total amount of the grant to the sponsor until the project has been completed.A project is considered"complete"when: 1.All approved or required activities outlined in the Agreement are done; 2.On-site signs are in place(if applicable); 3.A final project report is submitted to and accepted by RCO; 4.Any other required documents are complete and submitted to RCO; 5.A final reimbursement request is submitted to RCO; 6.The completed project has been accepted by RCO; 7.Final amendments have been processed;and 8.Fiscal transactions are complete. 9.RCO has accepted a final boundary map,if required for the project,for which the Agreement terms will apply in the future. E. Requirements for Federal Subawards:Match.The sponsor's matching share must comply with 2 C.F.R.§200.306(2013).Any shared costs or matching funds and all contributions,including cash and third party in-kind contributions,must be accepted as part of the sponsor's matching share when such contributions meet all of the following criteria: 1.Are verifiable from the non-Federal entity's(sponsor's)records; 2.Are not included as contributions for any other Federal award; 3.Are necessary and reasonable for accomplishment of project or program objectives; 4.Are allowable under 2 C.F.R.Part 200,Subpart E-Cost Principles(2013); 5.Are not paid by the Federal Government under another Federal award,except where the Federal statute authorizing a program specifically provides that Federal funds made available for such program can be applied to matching or cost sharing requirements of other Federal programs; 6.Are provided for in the approved budget when required by the Federal awarding agency identified in Section G: Federal Fund Information of this Agreement;and 7.Conform to other provisions of 2 C.F.R.Part 200,Subpart D-Post Federal Award Requirements(2013),as applicable. F. Requirements for Federal Subawards:Close out.Per 2 C.F.R§200.343(2013),the non-Federal entity(sponsor)must: 1.Submit,no later than 90 calendar days after the end date of the period of performance,all financial,performance,and other reports as required by the terms and conditions of the Federal award.The Federal awarding agency or pass-through entity(RCO) may approve extensions when requested by the sponsor. 2.Liquidate all obligations incurred under the Federal award not later than 90 calendar days after the end date of the period of performance as specified in the terms and conditions of the Federal award. 3.Refund any balances of unobligated cash that the Federal awarding agency or pass-through entity(RCO)paid in advance or paid and that are not authorized to be retained by the non-Federal entity(sponsor)for use in other projects.See OMB Circular A-129 and see 2 C.F.R§200.345 Collection of amounts due(2013),for requirements regarding unreturned amounts that become delinquent debts. 4.Account for any real and personal property acquired with Federal funds or received from the Federal Govemment in accordance with 2 C.F.R§§200.310 Insurance coverage through 200.316 Property trust relationship and 200.329 Reporting on real property(2013). SECTION 12. ADVANCE PAYMENTS Advance payments of or in anticipation of goods or services are not allowed unless approved by the RCO director and are consistent with legal requirements and Manual 8:Reimbursements.See WAC 420-12. RCO 14-1274D71 Page 10 of 28