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BECCA Guidelines 7/2024 2 <br />D. ALLOWABLE COSTS AND SUPPORTING DOCUMENTATION <br /> <br />All costs claimed on each reimbursement request must be supported with back-up documentation. <br />This may include time sheets, invoices, allocation assumptions, approved indirect or administrative <br />overhead cost plans, etc. Descriptions of allowable costs and examples of appropriate back-up <br />documentation are provided below. This list is not exhaustive. If there are questions about whether a <br />cost is allowable and what will be accepted as appropriate back-up documentation, the Court Project <br />Manager should seek direction and approval in writing from the AOC Project Manager in advance of <br />the purchase and claim for reimbursement. <br /> <br />1. Staff/FTE (salaries and benefits) <br /> <br />• Judicial Officer (i.e. judges, commissioners, and pro tems) - Time records and dockets <br />regarding Becca processing and case management. A judicial officer computation rate <br />will be supplied by AOC, and will be the same for all superior court judges or pro tems <br />hearing Becca cases. The reimbursement for the judge or pro tem can only be for half <br />the judge’s hourly salary. If the judicial officer is a commissioner, reimbursement will be <br />for a commissioner rate supplied by AOC or the actual cost, whichever is less. <br />• Other court staff (e.g., clerks, court project managers, Becca counselors or case <br />managers, office staff) payroll record/time and attendance records related to the <br />processing and case management of a Becca referral. If the employee is not assigned <br />fulltime to Becca then compensation reimbursement must be proportioned to the <br />amount of time the employee processes Becca referrals and must be documented by <br />time and attendance records. NOTE: This does not mean that timesheets must be <br />completed to track the time spent on Becca. Document the process for determining the <br />amount of time the person(s) spend on Becca duties. For example, keep track of time <br />for at least a week and then determine the percentage to be charged. <br />• An Administrative Rate is allowed but an internal administrative rate must be <br />documented and approved by the court administrator. This internal administrative rate <br />must be documented with the formula used to determine the rate. Documentation must <br />be on file locally and available to AOC and State Auditor. <br /> <br />2. Professional Services <br /> <br />• General - Detailed vendor invoice to include detailed description of work performed, <br />contract number, hours, and hourly rate or time and attendance cards. All work must be <br />related to the filing, processing, case management, or direct services related to Becca <br />cases and invoice must be approved by authorizing authority (i.e., court administrator or <br />their delegate) before inclusion in reimbursement request. <br /> <br />• Defense Attorney – Invoices must identify the specific Becca cases for which <br />reimbursement is requested, hours worked, and the hourly or flat rate that was charged. <br /> <br />• Prosecutor – Invoices must include a breakdown of billable hours/rates working on filed <br />Becca cases or invoice based on a per Becca petition cost to process along with <br />rationale and explanation on how petition cost was determined. <br /> <br />3. Goods <br /> <br />Docusign Envelope ID: 831EAE7D-0D72-455B-A399-034EAD490632