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11 <br />Department approves an advance payment. The Department allows Contractors in good <br />standing to request advance payment (prior to issuing payment to the vendor) for vehicles <br />and other high-cost capital items. The Contractor agrees to deposit any advance <br />payments into its account when received and issue payment to the vendor within 3 (three) <br />business days. Contractor must provide to the Department proof that the funds were <br />disbursed within 3 days, ie: cancelled check(s). The amount of reimbursement from the <br />Department shall not exceed the funds budgeted in the approved Project Budget. Any <br />costs for work not eligible or approved for Federal and State participation shall be financed <br />one hundred percent (100%) by the Contractor <br />• Capital Expenditures. The Department shall reimburse the Contractor the full <br />amount specified in the Approved Project Budget. <br />b. Request for Reimbursement & Payment The Contractor shall submit a request for <br />reimbursement to the Department for the Period Covered on a monthly basis, reporting on <br />the Department's Uniform Public Transportation Accounting System (UPTAS) invoicing <br />forms furnished by the Department for work performed under this Agreement. <br />Expenditures submitted for reimbursement shall include all eligible cost incurred within the <br />Period Covered. Failure to request reimbursement for expenses incurred within the Period <br />Covered may result in non-payment. All requests for reimbursement must be submitted <br />within (30) days following the end of the project's reporting period. <br />Additional forms must be submitted with reimbursement requests to report on contracting <br />activities with Disadvantaged Business Enterprise (DBE) firms. Invoices shall be <br />supported by documentation of costs unless otherwise waived by the Department. All <br />requests must be submitted within thirty (30) days following the end of the quarter. Failure <br />to request reimbursement for eligible projects costs as outlined may result in termination of <br />the Project. Invoices shall be approved by the Department's Public Transportation <br />Division and reviewed by the Department's External Audit Branch prior to payment. <br />c. Excluded Costs. The Contractor understands and agrees that, except to the extent the <br />Department determines otherwise in writing, ineligible costs will be treated as follows: <br />(1) In determining the amount of Federal/State assistance the Department will provide, <br />the Department will exclude: <br />(a) Any Project cost incurred by the Contractor before the effective date of the <br />grant; <br />(b) Any cost that is not included in the latest Approved Project Budget; <br />(c) Any cost for Project property or services received in connection with a third <br />party contract, sub-agreement, lease, or other arrangement that is required to <br />be, but has not been, concurred in or approved in writing by FTA; <br />(d) Any non-project cost consistent with the prohibitions of 49 U.S.C. § 5323(h); <br />and <br />(e) Any cost ineligible for FTA/Department participation as provided by applicable <br />Federal/State laws, regulations, or directives. <br />(2) The Contractor shall limit reimbursement for meals, lodging and travel to the rates <br />established by the State of North Carolina Travel Policy. Costs incurred by the <br />Contractor in excess of these rates shall be borne by the Contractor. <br />(3) The Contractor understands and agrees that payment for any Project cost does not <br />constitute the Federal/State Government's final decision about whether that cost is <br />allowable and eligible for payment and does not constitute a waiver of any violation <br />by the Contractor of the terms of this Agreement. The Contractor acknowledges that <br />Revised 1/6/10 <br />