R2025-112 - Laserfiche WebLink

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The purchase of food or beverages, ctothing, and incentives is not an atlowabte expense, untess authorization is received by Kittitas County in advance of the expenditure, in writing. Any uses of these funds outside of the l,isted attowabte uses must be approved by Kittitas County in advance of the expenditure, in writing. At[ funding is based on [oca[ tax and fee revenue. lf tocal economic conditions resutt in insufficient funds to compensate at the stated levets, the County reserves the right to renegotiate funding amounts to remain within avaitabte revenue batances. The Countywitt notify the Contractor immediatety if financiaI forecasting or actuals indicate such a circumstance. Reimbursement Procedures A. The Contractor shatl submit backup for services due once a month, which shal.t be emaited to Katie Odiaga, Kittitas County Publ,ic Heal,th Department, at l<a tj e.o dia ga@ c o. lB. Att backup must be submitted by the last day of the month fotl,owing the catendar month in which services were detivered. C. The Contactor must provide adequate backup documentation to support each reimbursement request. This inctudes a generat tedger from the financial accounting system detail,ing transactions and expenditure dates for attowabte activities within the period of performance. Payrott expenses must show hourty rate, number of hours, total pay, and project code. Benefits can be one [ine item but shoutd inctude project code. Non-payrottdirect expenses must inctude a copy of the receipt or payment invoice. Direct ctient expenses where there is no invoice or receipt must include the check number or voucher number for etectronic payments used to process the payment. Any costs paid for via the program support pool must show the amount bitted and be in accordance with the program support pool rates on fite with the Kittitas CountyAuditor's Office. Quarterty, the Countywitt request a sampling of pool invoices and test them in accordance with the pool rates to ensure comptiance. The County reserves the right to request additionat invoices at any time if noncomptiance is suspected. Payments to subcontractors must be listed as a specific [ine item per subcontractor. D. Att invoices must inctude invoice date and an invoice number. E. Att invoices must atso be accompanied by an updated Contractor Spending Form, as provided by Kittitas County, to ensure that bitting record keeping matches County records. F. Faiture to submit required progress reports as outtined in Section 4.1 may result in detayed reimbursement payments or denial of invoices. G. Kittitas County is not tiabl.e for services provided untess the backup documentation is received on time or prior arrangements are agreed to in writing signed by the County. H. ln no event shal,l, payments under this agreement total more than $750,000.