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9 <br />2. Contractual Services: For individual contractual service providers, <br />documentation must include the signed contract, time and attendance <br />reports showing time period, payment rate, hours per day and service(s) <br />provided. Documentation must be signed by the contractual service <br />provider and the project director. In case of organizations performing <br />professional services; documentation must include a detailed billing <br />indicating services performed or products delivered; payment rate consistent <br />with contractual agreement,. and. approval by the project director. <br />3. Travel: Documentation must be detailed, to include date, destination, <br />mileage, reason for travel, and itemization of expenses. Receipts for parking, <br />tuition, registration, and lodging are required. Expense vouchers will <br />include the signature of the employee and supervisor. Travel expenses shall <br />not exceed those approved by the Grantee county. Travel in permanently <br />assigned county vehicles purchased with CJPP funds must be documented <br />on a travel log and kept available for reviewing during monitoring visits. <br />4. Supplies and Other Operating Expenses and Equipment: Documentation <br />must include purchase order authorization, audited vendor invoices <br />approved by the project director (and other higher. authorizing official, if <br />appropriate). The Grantee further agrees :to maintain a current inventory of <br />all project equipment onsite at the project location. <br />5. Construction and Renovation: Documentation must include contracts for <br />services, payment rate consistent with contractual arrangement, <br />construction supply costs and invoices, architectural plans (if appropriate), <br />dates for start and completion of projects, detailed billing to indicate services <br />performed and/or delivered, AND necessary approvals by project director. <br />Any construction or renovation performed by or for the Grantee shall be <br />made according to local rules and policies governing such activities, for <br />example building permits. Payment of rent shall not be made on facilities <br />constructed, renovated or acquired with NCDOCCJPP grant funds without <br />prior written approval from NCDOCCJPP. <br />D. Payment and Utilization of Funds: Funds awarded are to be expended only for <br />purposes and activities covered by the Grantee's approved NCDOCCJPP plan or <br />application budget. Project funds may not be expended or committed prior to <br />the grant contract effective date. Project funds disbursement- is subject to <br />completion of requirements set forth as a checklist in the award letter. This <br />checklist of requirements is incorporated by reference and made a part hereof. <br />Project funds may not be expended and will not be reimbursed until the Grantee <br />submits its grant award contract signed by the appropriate official or officials. <br />'Project funds will be .made available through a reimbursement procedure as <br />provided by NCDOCCJPP policies and procedures. Submission of reimbursement <br />requests are required by the fifteenth.day of each month for the expenditures of the <br />preceding month. Project funds map not be expended and will. not be <br />reimbursed until the Grantee has catered all required offender data into the <br />NCDOCCJPP Information Management System (IMS) and has fully complied <br />with all other NCDOCCJPP reporting requirements, including financial <br />reports, through the month for which reimbursement is being requested. <br />Page 5 ---July 1, 2009 to June 30, 2010 <br />