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____________________________________________________________________ <br /> <br />VSP Agreement Between the KITTITAS COUNTY CONSERVATION DISTRICT and KITTITAS COUNTY - Page 3 of 15 <br />contract at the time the DISTRICT seeks reimbursement from the COUNTY. No payments in <br />advance of or in anticipation of goods or services to be provided under this agreement shall <br />be made by the COUNTY. The DISTRICT must fully comply with BILLING PROCEDURES <br />to be eligible for reimbursement. <br />BILLING PROCEDURES <br />The DISTRICT shall submit monthly invoices in the form and manner identified by the <br />Conservation Commission to the County’s VSP Contract Manager: <br />Judy Pless, Budget & Finance Manager <br />Kittitas County Auditor <br />205 W 5th AVE Suite 105 <br />Ellensburg WA 98926 <br />Invoices for payment shall be submitted monthly. An invoice shall be submitted regardless of <br />whether work has been performed on the project, this is considered a “No Activity” Invoice. A <br />time summary for staff costs, including compensation or billing rates, shall be attached. <br />Individual time records will be kept available at the DISTRICT for review, in accordance with <br />the Secretary of State’s document retention schedule of the Secretary of State archives. A <br />copy of any contractor invoices, or other receipts will be attached to the billing. <br />Payment to the DISTRICT for approved and completed work will be made by the COUNTY <br />monthly upon receipt of the invoice for reimbursement. <br />Final Request for Payment: The DISTRICT must submit final requests for compensation <br />during the current fiscal year no later than July 10th after the end of the current fiscal year. <br />Failure to comply with this timeline may result in denial of any such claim. <br />ELIGIBLE COSTS <br />Eligible costs are limited to those listed below: <br /> Salaries and benefits, indirect of salaries and benefits. <br /> Travel, including mileage and per diem for program staff, consistent with state law. <br />Travel and expenses paid directly to work group participants is not allowed. <br /> Meeting rooms and light refreshments for working meetings. Light refreshments are <br />defined as: an edible item that may be served between meals, for example, <br />doughnuts, sweet rolls, and pieces of fruit or cheese. A list of meeting attendees and <br />an agenda are also required. <br /> Facilitation, reports, studies, research and document preparation, which may be <br />accomplished through either staff efforts or qualified contractors. Contractor services <br />shall conform to ordinary billing rates and overhead multipliers for the type and <br />location of the services. <br /> Copy and printing costs. <br /> Equipment. The DISTRICT agrees and understands that pre-approval by the <br />Conservation Commission is required for equipment purchases. All equipment <br />should be directly related to the activities of the watershed group and the <br />implementation of the VSP. Equipment may include, but is not limited to, computers, <br />data base software, and GIS software. <br />COST-SHARE PROGRAMS <br />Both the COUNTY and DISTRICT agree and understand if a cost-share program is offered <br />as part of VSP implementation, in order achieve the goals and objectives of the county work