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7 <br />2. Contractual Services: For individual contractual service providers, documentation <br />must include the signed contract, time and attendance reports showing time period, <br />payment rate, hours per day and service(s) provided. Documentation must be signed <br />by the contractual service provider and the project director. In case of organizations <br />performing professional services, documentation must include a detailed billing <br />indicating services performed or products delivered, payment rate consistent with <br />contractual agreement, and approval by the project director. <br />3. Travel: Documentation must be detailed, to include date, destination, mileage, <br />reason for travel, and itemization of expenses. Receipts for parking, tuition, <br />registration, and lodging are required. Expense vouchers will include the signature <br />of the employee and supervisor. Travel expenses shall not exceed those approved by <br />the Grantee county. Travel in permanently assigned county vehicles purchased with <br />CJPP funds must be documented on a travel log and kept available for reviewing <br />during monitoring visits. <br />4. Supplies and Other Operating Expenses and Equipment: Documentation must <br />include purchase order authorization, audited vendor invoices approved by the <br />project director (and other higher authorizing official, if appropriate). The Grantee <br />fitrther agrees to maintain a current inventory of all project equipment onsite at the <br />project location. <br />5. Construction and Renovation: Documentation must include contracts for services, <br />payment rate consistent with contractual arrangement, construction supply costs and <br />invoices, architectural plans (if appropriate), dates for start and completion of <br />projects, detailed billing to indicate services performed and/or delivered, AND <br />necessary approvals by project director. Any construction or renovation performed <br />by or for the Grantee shall be made according to local Hiles and policies governing <br />such activities, for example building permits. Payment of rent shall not be made on <br />facilities 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 purposes <br />and activities covered by the Grantee's approved NCDOCCJPP plan or application budget. <br />Project funds may not be expended or committed prior to the grant contract effective <br />date. Project funds disbursement is subject to completion of requirements set forth as a <br />checklist in the award letter. This checklist of requirements is incorporated by reference and <br />made a part hereof. Project funds may not be expended and will not be reimbursed until the <br />Grantee submits its grant award contract signed by the appropriate official or officials. <br />Project funds will be made available through a reimbursement procedure as provided by <br />NCDOCCJPP policies and procedures. Submission of reimbursement requests are required <br />by the fifteenth day of each month for the expenditures of the preceding month. Project <br />funds may not be expended and tivill not be reimbursed until the Grantee has entered <br />all required offender data into the NCDOCCJPP Information Management System <br />(IMS) and has fully complied with all other NCDOCCJPP reporting requirements, <br />Page S---July 1, 2005 to June 30, 2006 <br />