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Culturally appropriate foods to support inclusion and belonging <br />• Food for special events/celebrations that are therapeutic or educational <br />o Meals for staff or contractors are not allowable under this contract. <br />o Contractor must retain and submit documentation for all food purchases. Documentation must include: <br />• The program or activity for which the food was purchased <br />• The number of participants served <br />• A brief explanation of how the food purchase supported the program's goals <br />o o Failure to comply may result in disallowed costs. <br />Supply Purchases <br />o Supplies for support groups should be directly related to mental health and substance use <br />prevention. Examples include: <br />■ Journals, notebooks, pens (for self -reflection or group exercises) <br />■ Art supplies (for expressive therapy or creative coping strategies) <br />■ Printed materials or curricula on coping skills, emotional regulation, drug education <br />■ Games or team -building activities used in therapy or prevention curriculum <br />■ Fidget tools or stress -relief items used in group settings <br />■ Whiteboards, markers, flip charts for group facilitation <br />■ Small positive reinforcement items valued $5 or less if used as part of a structured program <br />goal (such as celebrating a prevention achievement or milestone) <br />Reimbursement Procedures <br />A. The Contractor shall submit invoices for services due once a month, which shall be emailed to Katie <br />Odiaga, Kittitas County Public Health Department, at katie.odia a co.kittitas.wa.tis <br />B. All invoices must be submitted by the last day of the month following the calendar month in which <br />services were delivered. <br />C. Costs must be monthly and occur during the month that is being invoiced for. <br />D. The Contactor must provide adequate backup documentation to support costs in each invoice. <br />a) This includes a general ledger from the financial accounting system detailing transactions <br />and expenditure dates for allowable activities within the period of performance. <br />b) Payroll expenses must show employee names, hourly rate, number of hours, total pay, and <br />project code. <br />c) Benefits can be one line item but should include project code. <br />d) Non -payroll expenses must include a copy of the receipt or payment invoice, which must <br />include the date of purchase, purchase details, and total cost. <br />e) Non -payroll expenses must include the completion of the invoice template, including the <br />budget category, brief purchase description, total cost, number of clients served by the <br />purchase (if applicable), and a brief justification of how the purchase supports the goals of <br />the program. <br />E. All invoices must include invoice date and an invoice number <br />F. All invoices must also be accompanied by an updated Contractor Spending Form and Tracking <br />Sheets for Receipts as provided by Kittitas County, to ensure that billing record keeping matches <br />County records. <br />G. Failure to submit required monthly deliverable reports as outlined in Exhibit A: Scope of Work may <br />result in delayed reimbursement payments or denial of invoices. <br />Kittitas County Agreement for Services (rev. 5/14/25) <br />Page 5 of 23 <br />