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<br />Professional Services Agreement (rev. 09/24/2018) <br />Page 16 of 20 <br /> <br />Administrative/indirect costs are limited to expenses incurred for common or joint purposes and in <br />support of all programs. These costs include, but are not limited to, salaries for administrative <br />staff time, utilities, building rent and maintenance, telephone and internet service, and other <br />such expenses that are necessary to support the contractor as a whole. <br /> <br />The purchase of food or beverages, clothing, and incentives is not an allowable expense, unless <br />authorization is received by Kittitas County in advance of the expenditure, in writing. <br /> <br />Any uses of these funds outside of the listed allowable uses must be approved by Kittitas County in <br />advance of the expenditure, in writing. <br /> <br />All funding is based on local tax and fee revenue. If local economic conditions result in insufficient <br />funds to compensate at the stated levels, the County reserves the right to renegotiate funding <br />amounts to remain within available revenue balances. The County will notify the Contractor <br />immediately if financial forecasting or actuals indicate such a circumstance. <br /> <br />All funds must be spent by 12/31/2026. No extension of the funding period will be granted. <br /> <br />Reimbursement Procedures <br />A. The Contractor shall submit backup for services due quarterly, which shall be emailed to <br />Auditor’s Office, at auditorsaccounting@co.kittitas.wa.us. <br />B. All backup must be submitted to the Auditor’s office at the close of each quarter. <br />C. The Contactor must provide adequate backup documentation to support each <br />reimbursement request. This includes a general ledger from the financial accounting <br />system detailing transactions and expenditure dates for allowable activities within the <br />period of performance. Payroll expenses must show employee names, hourly rate, <br />number of hours, total pay, and project code. Benefits can be one line item but should <br />include project code. Non-payroll direct expenses must include a copy of the receipt or <br />payment invoice. Any costs paid for via the program support pool must show the <br />amount billed and be in accordance with the program support pool rates on file with the <br />Kittitas County Auditor’s Office. Quarterly, the County will request a sampling of pool <br />invoices and test them in accordance with the pool rates to ensure compliance. The <br />County reserves the right to request additional invoices at any time if noncompliance is <br />suspected. Payments to subcontractors must be listed as a specific line item per <br />subcontractor. <br />D. All invoices must include invoice data and an invoice number. <br />E. All invoices must also be accompanied by an updated Contractor Spending Form, as <br />provided by Kittitas County, to ensure that billing record keeping matches County <br />records.