Orange County NC Website
the Department. Any costs for work not eligible for Federal and State participation shall be financed <br />one hundred percent (100%) by the Contractor. <br />b. Administrative Expenditures. In order to assist the Contractor in financing the <br />administrative costs of the project, the Department shall reimburse the Contractor up to the percentage <br />specified in the Approved Project Budget of allowable administrative costs which shall be determined <br />by available funding. <br />c. Operatinct Expenditures. In order to assist in financing the operating costs of the <br />project, the Department shall reimburse the Contractor for the lesser of the following when providing <br />Section 5311 operating assistance: <br />(1) The balance of unrecovered operating expenditures after deducting all farebox <br />and other operating revenues, or <br />d. Payment and Reimbursement.. The Contractor shall submit a request for <br />reimbursement to the Department for the Period Covered not more frequently than monthly, nor less <br />frequently than quarterly, reporting on the Department's Uniform Public Transportation Accounting <br />System (UPTAS) invoicing forms furnished by the Department for work performed under this <br />Agreement. Expenditures submitted for reimbursement shall include all eligible cost incurred <br />within the Period Covered. Failure to request reimbursement for expenses incurred within the <br />Period 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 activities with <br />Disadvantaged Business Enterprise (DBE) firms. Invoices shall be supported by documentation of <br />costs unless otherwise waived by the Department. All requests must be submitted within thirty (30) <br />days following the end of the quarter. Failure to request reimbursement for eligible projects costs as <br />outlined may result in termination of the Project. Invoices shall be approved by the Department's Public <br />Transportation Division and reviewed by the Department's External Audit Branch prior to payment. <br />e. Excluded Costs. The Contractor understands and agrees that, except to the extent <br />the Department determines otherwise in writing, ineligible costs will be treated as follows: <br />(1) In determining the amount of Federal/State assistance the Department <br />will provide, the Department will exclude: <br />(a) Any Project cost incurred by the Contractor before the effective <br />date of the grant; <br />(b) Any cost that is not included in the latest Approved Project <br />Budget; <br />(c) Any cost for Project property or services received in connection <br />with a third party contract, sub-agreement, lease, or other arrangement <br />that is required to be, but has not been, concurred in or approved in <br />writing by FTA; <br />(d) Any non-project cost consistent with the prohibitions of 49 <br />U.S.C. § 5323(h); and <br />(e) Any profit or fee sought by the recipient for its services under the Grant <br />Agree, except to the extent determined by applicable. <br />(f) Any cost ineligible for FTA 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 <br />the rates established by the State of North Carolina Travel Policy. Costs incurred by the Contractor in <br />excess of these rates shall be borne by the contractor. <br />(3) The Contractor understands and agrees that payment to the Contractor <br />for any Project cost does not constitute the Federal/State Government's final decision about whether <br />that cost is allowable and eligible for payment and does not constitute a waiver of any violation by the <br />Contractor of the terms of this Agreement. The Contractor acknowledges that the Federal/State <br />Government will not make a final determination about the allowability and eligibility of any cost until an <br />Updated 9/17/10 Page 7 of 34 <br />