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DHS-FEMA-EMPG-FFY 15 Page 4 of 30 Kittitas, County of, E16-157 <br />Reimbursement requests must be submitted to <br />Reimbursements@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 />i. 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 />l. 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.