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b) Eligible expenses can be reimbursed to the service provider only after pre-approval by <br /> email from one of the city's designated point of contacts. <br /> c) All payments will be made after services are rendered. <br /> d) Service provider is responsible for the cost of supplying all documentation necessary to <br /> verify billings to the satisfaction of the City. <br /> e) Billable hours shall not exceed eight hundred dollars ($800) per day. <br /> f) Billable time may be submitted in a minimum of one-quarter hour increments. This <br /> includes both telephonic and electronic communication. <br /> g) All invoices submitted by the service provider shall contain the following information: <br /> 1. Description of services billed under the invoice <br /> 2. Date of issuance <br /> 3. Invoice number <br /> 4. Amount of invoice <br /> 5. Number of hours being billed for billable invoice period <br /> 6. Total amount of eligible expense reimbursement (see#4 Eligible expenses). <br /> 7. Total billed to date <br /> 4. Eligible expenses <br /> a) Eligible expenses can be reimbursed to the service provider only after pre-approval by <br /> email from one of the city's designated points of contacts. <br /> b) Travel time is not considered an eligible expense. <br /> c) Pre-approved eligible expenses are reimbursed directly to the service provider after <br /> services are rendered. <br /> d) All approved eligible expenses must include a receipt or proof of purchase at the time of <br /> invoicing. <br /> e) Examples of eligible expenses include: <br /> 1. Airfare <br /> 2. Lodging <br /> 3. Meals (per diem) <br /> 4. Parking (per diem) <br /> 5. Rental car <br /> 6. Mileage <br /> f) Per Diem may be claimed by the service provider on a daily basis only when the service <br /> provider is traveling with an overnight stay. <br /> g) Per Diem for the life of this agreement shall be $74. <br /> h) Reimbursement for eligible expenses such as airfare, lodging and rental cars must be fair <br /> and reasonable rates. The service provider must make a good faith effort to obtain in a <br /> reasonable manner the best rates available and receive a pre-approved email <br /> confirmation from one of the city's designated point of contact to be eligible for <br /> reimbursement. <br /> i) Mileage reimbursement must be calculated based on the state reimbursement of.54 per <br /> mile. <br /> j) The City will not reimburse the service provider for any fees associated with late payment, <br /> late cancellations or additional service charges. <br />