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Reimbursement Procedures <br />A. The Contractor shall submit backup for services due once a month, which shall be <br />emailed to Katie Odiaga, Kittitas County Public Health Department, at <br />katis.odiaga@co.kittitas.wa.us. <br />B. All backup must be submitted by the last day of the month following the calendar <br />month in which services were delivered. <br />C. The Contactor must provide adequate backup documentation to support each <br />reimbursement request. This includes a general ledger from the financial <br />accounting system detailing transactions and expenditure dates for allowable <br />activities within the period of performance. Payroll expenses must show hourly rate, <br />number of hours, total pay, and project code. Benefits can be one line item but <br />should include project code. Non -payroll direct expenses must include a copy of <br />the receipt or payment invoice. Direct client expenses where there is no invoice or <br />receipt must include the check number or voucher number for electronic payments <br />used to process the payment. Any costs paid for via the program support pool must <br />show the amount billed and be in accordance with the program support pool rates <br />on file with the Kittitas County Auditor's Office. Quarterly, the County will request a <br />sampling of pool invoices and test them in accordance with the pool rates to ensure <br />compliance. The County reserves the right to request additional invoices at anytime <br />if noncompliance is suspected. Payments to subcontractors must be listed as a <br />specific line item per subcontractor. <br />D. All invoices must include invoice date and an invoice number. <br />E. All invoices must also be accompanied by an updated Contractor Spending Form, <br />as provided by Kittitas County, to ensure that billing record keeping matches <br />County records. <br />F. Failure to submit required monthly deliverable reports as outlined in Exhibit A: <br />Scope of Work may result in delayed reimbursement payments or denial of <br />invoices. <br />G. Kittitas County is not liable for services provided unless the backup documentation <br />is received on time or prior arrangements are agreed to in writing signed by the <br />County. <br />H. In no event shall payments under this agreement total more than $499,109.39. <br />Kittitas County Professional Services Agreement <br />Page 18 of 22 <br />