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o. SUBRECIPIENTs shall only use federal award funds under this Agreement to supplement existing <br />funds, and will not use them to replace (supplant) non-federal funds that have been budgeted for <br />the same purpose. The SUBREC[PIENT may be required to demonstrate and document that the <br />reduction in non-federal resources occurred for reasons other than the receipt or expected receipt <br />of federal funds. <br />The DEPARTMENT shall provide Advance Payments as provided by FEMA and as required and <br />authorized by law. <br />4. CLOSEOUT <br />To initiate close-out, the SUBRECIPIENT is required to certify in writing, by Project Worksheet Number, <br />date completed and total amount expended on the project, completion of the small projects. To initiate <br />close-out of the large projects, the SUBRECIPIENT shall submit certification of completion on a <br />STATEMENT OF DOCUMENTATION/FINAL INSPECTION REPORT form to the DEPARTMENT. <br />The DEPARTMENT will then complete a site inspection and a financial review of documentation to <br />support the claimed costs. Certifications on small and large projects are due within sixty days following <br />the completion of the project or receipt of the approved Project Worksheet, whichever date is later. <br />If SUBRECIPIENT is claiming the $250 allowance for federal indirect costs, the SUBRECIPIENT shall <br />submit certification that they have expended a minimum of $250 attending the applicant briefing, kick <br />off meeting, and/or the exit meeting prior to close-out. <br />After all of the projects have been certified as complete and approved for closure by FEMA, the <br />DEPARTMENT will forward a final A19 -1A State of Washington Invoice Voucher to the <br />SUBRECIPIENT for release of the remaining funds due to the applicant for eligible costs, including any <br />retainage previously withheld, and the allowance for federal indirect costs. <br />S. DOCUMENTATION f REPORTING REQUIREMENTS <br />For all Advance Payment the SUBRECIPIENT shall provide documentation and receipts for all costs <br />related to the Advance Payment and provide such to the DEPARTMENT quarterly. <br />The SUBRECIPIENT is required to retain all documentation which adequately identifies the source and <br />application of Public Assistance funds, including the federal indirect cost reimbursement, for six years <br />following the closure of this disaster grant. For all funds received, source documentation includes <br />adequate accounting of actual costs and recoveries incurred. <br />The SUBRECIPIENT shall also comply with the Federal Funding Accountability and Transparency Act <br />(FFATA) and related OMB Guidance consistent with Public Law 109-282 as amended by section <br />6202(a) of Public Law 110-252 (see 31 U.S.C. 6101 note) and complete the FFATA Form located at <br />hftla:flmil.wa.gov/emeMegcy-management-division/Arants/reuired rantforms and return to the <br />DEPARTMENT; which is incorporated by reference and made a part of this Agreement. <br />Quarterly Reports: The SUBRECIPIENT is required to submit to the DEPARTMENT a quarterly report <br />indicating the status of all their large projects. The status shall identify the costs incurred to date, the <br />percentage of work completed, the anticipated completion date of the project and whether cost under <br />runs or over runs are expected. In addition, the SUBRECIPIENT should note in the comment field any <br />challenges or issues associated with the project. Failure to submit a complete quarterly report within 15 <br />days following the end of the quarter will result in suspension of all payments to the SUBRECIPIENT <br />until a complete quarterly report is received by the DEPARTMENT. The quarterly report will serve as <br />the basis for any FEMA Office of Chief Financial Officer (OCFO) funds reduction. <br />6. TIME EXTENSIONS <br />A time extension request is required to be forwarded to the DEPARTMENT by the SUBRECIPIENT for <br />a project prior to the expiration of the approved completion date. If the project is approved and funded <br />after the statutory approval time period for completion, then a time extension request must be submitted <br />to the DEPARTMENT within fifteen days of receipt of the funding package. <br />In accordance with 44CFR206.204, the DEPARTMENT reserves the right, in its sole discretion, to <br />consider and approve a time extension request after expiration of the approved completion date and <br />Public Assistance Grant Agreement Page 5 d 2. Kittitas County, 616-519 <br />