Agreement E20-168 - Laserfiche WebLink

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