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AMENDMENT #9 Amendments Agencies should check with the DOH contract manager to know what kinds of changes they can make on their own and what changes require an amendment and pre-approval in writing. Agencies must submit a written amendment request to DOH, and receive written pre-approval from DOH, prior to making/implementing any changes within their project or budget. Any requests needing FNS approval must be submitted to DOH no later than April I st of each fiscal year. If agencies are making smaller changes that do not require FNS approval, DOH can review those and make approvals on a case by case basis. All of these non FNS amendments should be submitted to DOH no later than July 16th of each fiscal year. Overtime Staff overtime is not billable in the DOH SNAP-Ed program unless it has been reviewed and preapproved by the state DOH SNAP-Ed program in advance and was approved in writing. Special Funding Requirements Payment for deliverables as specified herein is dependent on receipt of funding from the USDA funding sources. In the event funding is not received, DOH is under no obligation to make payments for the deliverables as specified . If funding is reduced or limited in any way after the effective date of this contract and prior to normal completion DOH may terminate task(s), remove funds, or reallocate funds at DOH's discretion under new funding limitations and conditions. DOH will make payments only upon the receipt of the funding. DOH will notify the LHJ within seven (7) working days upon notice by the funding source of funding availability. Special Billing Requirements 1. All invoices, billing, and reimbursements must be in compliance with all applicable Federal laws, rules, regulations including the current year SNAP-Ed Guidance and 0MB circulars governing cost issues. 2. Total costs billed will not exceed the USDA-approved budget amount listed in the box below. • Bills must be for only SNAP-Ed specific activities, using a DOH A 19-1 A Invoice Voucher. • A SNAP-Ed specific AI9-IA must be submitted to the agency's designated DOH SNAP-Ed staff member within 30 days of the last day of the month for which the work is being billed, OR • An agency may request pre-approval to bill every two (2) months instead, in which case, that agency is required to adhere to the billing due dates listed in Task 5 (see above) 3. In FFYI 9 and FFY20 the SNAP-Ed program will deny payment for any costs not submitted by the due date without prior approval. Iffor ANY reason the LHJ is unable to submit the SNAP-Ed A 19-1 A on the due date, the LHJ is required to submit a request for an exception to the DOH no later than seven (7) days prior to due date to the DOH SNAP-Ed program. The SNAP-Ed program reserves the right and responsibility to either approve or deny the request for an exception and will reply to the request. 4. Supporting documentation for each month must be submitted with each SNAP-Ed Al9-1A. • At the very least this means a copy of an agency's financial expanded/detailed general ledger level report. • Additionally, all receipts, timecards and other supporting documentation, as noted by USDA, must be available upon request. 5. If an agency meets one of the criteria below, they will need to submit all SNAP-Ed backup documentation with each bill and this requirement will continue until further notice by DOH SNAP-Ed program. • All new SNAP-Ed contractors within their I st fiscal year. • Contractors with current fiscal findings. • Contractors who have not submitted adequate or accurate backup documentation within the last year. Exhibit A, Statements of Work Revised as of May 15, 2019 Page 17 of20 Contract Number CLH 18249-9