2010-161 Planning- FY11 Public Transportation State Capital Grant Agreement for Public Body (not final)

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not more frequently than monthly, nor less frequently than quarterly, reporting on the invoicing forms furnished by the Department for work performed under this Agreement. Additional forms must be submitted with each reimbursement request including reports on contracting activities with Disadvantaged Business Enterprise (DBE) firms. Invoices shall be supported by documentation of costs unless otherwise :waived by the Department. All requests must be submitted within thirty (30) days following the end of the quarter. Failure to request reimbursement for eligible projects costs as outlined may result in termination of the Project. Invoices shall be approved by the Department's Public Transportation Division and reviewed by the Department's External Audit Branch prior to payment. c. Excluded Costs. The Contractor understands and agrees that, except to the extent the Department determines otherwise in writing, ineligible costs will be excluded as follows: (1) Any Project cost incurred by the Contractor before the Effective Date of the Grant; (2) Any cost that is not included in the latest Approved Project Budget; (3) Any cost for Project property or services received in connection with a third party contract or sub-agreement with asub-recipient that must be approved by the Department, or other arrangement required to be, but has not been, concurred in or approved in writing by the Department; (4) Any non-project cost consistent with the prohibitions of 49 U.S.C.§ 5323(h); (5) Any profit or fee sought by the Contractor for its services under the Grant Agreement to the extent that FTA or the Department determines otherwise in writing; and (6) Any cost ineligible for the State or Federal participation as provided by applicable Federal/state laws or regulations, in accordance with applicable Federal/State directives, except to the extent the Federal/State Government determines otherwise in writing. (a) The Contractor shall limit reimbursement for meals, lodging and travel to the rates established by the State of North Carolina Travel Policy. Costs incurred by the Contractor in excess of these rates shall be borne by the Contractor. Any reimbursement request for travel, meals, conferences and seminar facilities must be accompanied by documentation that explains the cost relationship to the grant scope. The Public Transportation Division shall make the final determination that such documentation is adequate or that additional documentation is needed. (b) For each request for reimbursement for licensing and certification costs, the Contractor shall include documentation explaining the cost relationship to the grant scope. The Public Transportation Division shall make the final determination that such documentation is adequate or that additional documentation is needed. (c) The Contractor understands and agrees that payment to the Contractor for any Project cost does not constitute the Federal/State Government's final decision about whether that cost is allowable and eligible for payment and does not constitute a waiver of any violation by the Contractor of the terms of this Agreement. The Contractor acknowledges that the Federal/State Government will not make a final determination about Updated 07/26/10