PSA between KC and HopeSource CIP

Home Browse Search

The purchase of food or beverages, clothing, and incentives is not an allowable expense, unless authorization is received by Kittitas County in advance of the expenditure, in writing. Any uses of these funds outside of the listed allowable uses must be approved by Kittitas County in advance of the expenditure, in writing. All funding is based on local tax and fee revenue. If local economic conditions result in insufficient funds to compensate at the stated levels, the County reserves the right to renegotiate funding amounts to remain within available revenue balances. The County will notify the Contractor immediately if financial forecasting or actuals indicate such a circumstance. Reimbursement Procedures A. The Contractor shall submit backup for services due once a month, which shall be emailed to Katie Odiaga, Kittitas County Public Health Department, at katie.odiaga@co.kittitas.wa.us. B. All backup must be submitted by the last day of the month following the calendar month in which services were delivered. C. The Contactor must provide adequate backup documentation to support each reimbursement request. This includes a general ledger from the financial accounting system detailing transactions and expenditure dates for allowable activities within the period of performance. Payroll expenses must show hourly rate, number of hours, total pay, and project code. Benefits can be one line item but should include project code. Non -payroll direct expenses must include a copy of the receipt or payment invoice. Direct client expenses where there is no invoice or receipt must include the check number or voucher number for electronic payments used to process the payment. Any costs paid for via the program support pool must show the amount billed and be in accordance with the program support pool rates on file with the Kittitas County Auditor's Office. Quarterly, the County will request a sampling of pool invoices and test them in accordance with the pool rates to ensure compliance. The County reserves the right to request additional invoices at any time if noncompliance is suspected. Payments to subcontractors must be listed as a specific line item per subcontractor. D. All invoices must include invoice date and an invoice number. E. All invoices must also be accompanied by an updated Contractor Spending Form, as provided by Kittitas County, to ensure that billing record keeping matches County records. F. Failure to submit required progress reports as outlined in Section 4.1 may result in delayed reimbursement payments or denial of invoices. G. Kittitas County is not liable for services provided unless the backup documentation is received on time or prior arrangements are agreed to in writing signed by the County. H. In no event shall payments under this agreement total more than $750,000.