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12 <br /> e. The Subrecipient will submit reimbursement requests to the Department by <br /> submitting a properly completed State A-19 Invoice Form and <br /> Reimbursement Spreadsheet (in the format provided by the Department) <br /> detailing the expenditures for which reimbursement is sought. <br /> Reimbursement requests must be submitted to <br /> Reimbursements(c�mil.wa.gov no later than the due dates listed within the <br /> Timeline(Exhibit D), but not more frequently than monthly. <br /> Reimbursement request totals should be commensurate to the time spent <br /> processing by the Subrecipient and the Department. If the reimbursement <br /> request isn't substantial enough, the Subrecipient should request prior <br /> written approval from Department Key Personnel to waive the due date in <br /> the Timeline (Exhibit D) and instead submit those costs on the next <br /> scheduled reimbursement due date contained in the Timeline. <br /> f. Receipts and/or backup documentation for any approved items that are <br /> authorized under this Agreement must be maintained by the Subrecipient <br /> consistent with record retention requirements of this Agreement and be <br /> made available upon request by the Department,and local,state,or federal <br /> auditors. <br /> g. Any request for extension of a due date in the Timeline (Exhibit D) will be <br /> treated as a request for Amendment of the Agreement and must be <br /> submitted to the Department Key Personnel sufficiently in advance of the <br /> due date to provide adequate time for Department review and <br /> consideration, and can be granted or denied within the Department's sole <br /> discretion. <br /> h. All work under this Agreement must end on or before the Grant Agreement <br /> End Date, and the final reimbursement request must be submitted to the <br /> Department within 45 days after the Grant Agreement End Date, except as <br /> otherwise authorized by written amendment of this Agreement and issued <br /> by the Department. <br /> No costs for purchases of equipment/supplies will be reimbursed until the <br /> related equipment/supplies have been received by the Subrecipient, its <br /> contractor, or any non-federal entity to which the Subrecipient makes a <br /> subaward and is invoiced by the vendor. <br /> j. Failure to timely submit complete reports and reimbursement requests as <br /> required by this Agreement(including but not limited to those reports in the <br /> Timeline) will prohibit the Subrecipient from being reimbursed until such <br /> complete reports and reimbursement requests are submitted and the <br /> Department has had reasonable time to conduct its review. <br /> k. Final reimbursement requests will not be approved for payment until the <br /> Subrecipient is current with all reporting requirements contained in this <br /> Agreement. <br /> A written amendment will be required if the Subrecipient expects <br /> cumulative transfers between budget categories,as identified in the Budget <br /> (Exhibit E), to exceed 10% of the Grant Agreement Amount. Any <br /> adjustments to budget categories totals not in compliance with this <br /> paragraph will not be reimbursed. <br /> m. Subrecipients shall only use federal award funds under this Agreement to <br /> supplement existing funds, and will not use them to replace(supplant) non- <br /> federal funds that have been budgeted for the same purpose. The <br /> Subrecipient may be required to demonstrate and document that a <br /> reduction in non-federal resources occurred for reasons other than the <br /> receipt or expected receipt of federal funds. <br /> DHS-FEMA-EMPG-FFY 15 Page 4 of 28 Everett, City of, E16-120 <br /> 60 <br />