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Public Assistance Grant Agreement Page 4 of 21 Kittitas County, D20-189 <br />a.Small Project Payments: Payments are made for all small projects to the SUBRECIPIENT upon <br />submission and approval of an A19-1A State of Washington Invoice Voucher to the DEPARTMENT, <br />after FEMA has approved funding through approval of Project Worksheets. <br />b.Progress Payments: Progress payment of funds for costs already incurred on large projects minus <br />10 percent retainage may be made to the SUBRECIPIENT upon submission by the <br />SUBRECIPIENT of an A19-1A State of Washington Invoice Voucher, a letter of request, and a <br />spreadsheet identifying the claimed costs supporting the payment request and approval by the <br />DEPARTMENT. <br />c.Improved Projects: Payments on improved projects (capped project) will be pro-rated based upon <br />the percentage of the project that is funded under this disaster grant to the overall project cost. This <br />percentage will be identified when the first payment on the improved project is made. Progress <br />payments will be made as outlined above in Section B. <br />d.Final Payment: Final Payment on a large project will be made following submission by the <br />SUBRECIPIENT of a certification of completion on the STATEMENT OF DOCUMENTATION / <br />FINAL INSPECTION REPORT form upon completion of project(s), completion of all final <br />inspections by the DEPARTMENT, and final approval by FEMA. Final payment on a large project <br />will include any retainage withheld during progress payments. Final payments may also be <br />conditional upon financial review, if determined necessary by the DEPARTMENT or FEMA. <br />Adjustments to the final payment may be made following any audits conducted by the Washington <br />State Auditor’s Office, the United States Inspector General or other federal or state agency. <br />e.The SUBRECIPIENT is eligible to receive federal PA Management Costs up to 5 percent of the <br />total award amount for each Subrecipient at the time of its request. PA Management Costs <br />includes any of the following when associated with the PA portion of a major disaster or emergency: <br />Indirect costs, direct administrative costs, and other administrative expenses associated with a <br />specific project. Documentation is required to substantiate the eligibility of management activities <br />and associated costs in accordance with PA Management Costs Interim Policy – Standard <br />Operating Procedures. <br />f.All payment requests shall be made on an A19-1A form, State of Washington, Invoice Voucher. <br />Payments will be made by electronic fund transfer to the SUBRECIPIENT’s account. <br />g.Federal funding shall not exceed the total federal contribution eligible for Public Assistance costs <br />under Presidential Disaster Declaration number FEMA-4481-DR-WA. <br />h.For state agencies, the DEPARTMENT will, through interagency reimbursement procedures, <br />transfer payment to the SUBRECIPIENT. Payment will be transferred by journal voucher to Agency <br />No. _________, Accounting Fund No. _____________. <br />i.Within the total Grant Agreement Amount, travel, sub-contracts, salaries, benefits, printing, <br />equipment, and other goods and services will be reimbursed on an actual cost basis unless <br />otherwise provided in this Agreement. <br />j.For travel costs, SUBRECIPIENTs 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 or <br />amended, and federal maximum rates set forth at http://www.gsa.gov, and follow the most <br />restrictive. <br />k.If travel costs exceed set state or federal limits, travel costs shall not be reimbursed without written <br />approval by DEPARTMENT Key Personnel. <br />l.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 <br />requirements of this Agreement, and be made available upon request by the DEPARTMENT, and <br />local, state, or federal auditors. <br />m.All work under this Agreement must end on or before the Grant Agreement End Date, and the final <br />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 and <br />issued by the DEPARTMENT. <br />na na