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2. BUDGET, REIMBURSEMENT, AND TIMELINE <br />a. Within the total Grant Agreement Amount, travel, sub -contracts, salaries, benefits, printing, <br />equipment, and other goods and services or other budget categories will be reimbursed on an <br />actual cost basis unless otherwise provided in this Agreement. <br />b. The maximum amount of all reimbursement requests permitted to be submitted under this <br />Agreement, including the final reimbursement request, is limited to and shall not exceed the total <br />Grant Agreement Amount. <br />c. If the Subrecipient chooses to include indirect costs within the Budget (Attachment 2), an indirect <br />cost rate agreement negotiated between the federal cognizant agency for indirect costs and the <br />Subrecipient establishing approved indirect cost rate(s) as described in 2 GFR 200.414 and <br />Appendix VII to 2 CFR 200 must be submitted to the Department. However, under 2 CFR <br />200.414(f), if the Subrecipient has never received a negotiated indirect cost rate agreement <br />establishing federally negotiated rate(s), the Subrecipient may negotiate a rate with the <br />Department or charge a de minimis rate of 10% of modified total direct costs. The Subrecipient's <br />actual indirect cost rate may vary from the approved rate, but must not exceed the approved <br />negotiated indirect cost rate percentage for the time period of the expenditures. If a Subrecipient <br />chooses to charge the 10% de minimis rate, but did not charge indirect costs to previous <br />subawards, a request for approval to charge indirect costs must be submitted to the Department's <br />Key Personnel for approval with an explanation for the change. <br />d. For travel costs, the Subrecipient shall comply with 2 CFR 200.474 and should consult their <br />internal policies, state rates set pursuant to RCW 43.03.050 and RCW 43.03.060 as now existing <br />or amended, and federal maximum rates set forth at hftp://www.gsa.gov, and follow the most <br />restrictive. If travel costs exceed set state or federal limits, travel costs shall not be reimbursed <br />without prior written approval by Department Key Personnel. <br />e. Receipts and/or backup documentation for any approved items that are authorized under this <br />Agreement must be maintained by the Subrecipient consistent with record retention requirements <br />of this Agreement, and be made available upon request by the Department, and federal, state, or <br />local auditors. <br />f. The Subrecipient will submit reimbursement requests to the Department by submitting a properly <br />completed State A-19 Invoice Form and Reimbursement Spreadsheet (in the format provided by <br />the Department) detailing the expenditures for which reimbursement is sought. Reimbursement <br />requests must be submitted to Reimbursements ccDmil.wa.gov no later than the due dates listed <br />within the Timeline (Attachment 2), but not more frequently than monthly. <br />Reimbursement request totals should be commensurate to the time spent processing by the <br />Subrecipient and the Department. If the reimbursement request isn't substantial enough, the <br />Subrecipient should request prior written approval from Department Key Personnel to waive the <br />due date in the Timeline (Attachment 2) and instead submit those costs on the next scheduled <br />reimbursement due date contained in the Timeline. <br />g. Any request for extension of a due date in the Timeline (Attachment 2) will be treated as a request <br />for Amendment of the Agreement and must be submitted to the Department's Key Personnel <br />sufficiently in advance of the due date to provide adequate time for Department review and <br />consideration, and can be granted or denied within the Department's sole discretion. <br />h. All work under this Agreement must end on or before the Grant Agreement End Date, and the <br />final reimbursement request must be submitted to the Department within 45 days after the Grant <br />Agreement End Date, except as otherwise authorized by written amendment of this Agreement <br />and issued by the Department. <br />L No costs for purchases of equipment/supplies will be reimbursed until the related <br />equipment/supplies have been received by the Subrecipient, its contractor, or any non-federal <br />entity to which the Subrecipient makes a subaward, and is invoiced by the vendor. <br />j. Failure to timely submit complete reports as required by this Agreement (including, but not limited <br />to, those reports in the Timeline) will prohibit the Subrecipient from being reimbursed until such <br />complete reports are submitted and the Department has had reasonable time to conduct its <br />QHS-FEMA-HSGP-SHSP-FFY17 Page 3 of 34 Kittitas County, E20-168 <br />