2017-574 OPT - FY2018 NCDOT application for Section 5339 Public Transportation Grant

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will be on a reimbursable basis unless the Grantee requests and the Department approves an advance payment. The Department allows Grantees in good standing to request advance payment (prior to issuing payment to the vendor) for construction projects, vehicles, and other high-cost capital items. The Grantee agrees to deposit any advance payments into its account when received and issue payment to the vendor within 3 (three) business days. The amount of reimbursement from the Department shall not exceed the funds budgeted in the approved Project Budget. The Grantee shall initiate and prosecute to completion all actions necessary to enable the Grantee to provide its share nfproject costs at or prior to the time that such funds are needed to meet project onote. The Grantee shall provide its share of project coatafronoaourcaaotherthan FTA and State funds from the Department, Any costs for work not eligible for Federal and State participation shall bn financed one hundred percent (100%)bv the Grantee. b. Administrative Expenditures. In order to assist the Grantee in financing the administrative costs of the project, the Department shall reimburse the Grantee uptothe percentage specified in the Approved Project Budget of allowable administrative costs which oho|| be determined by available funding. C. Operating Expenditures. In order to assist in financing the operating costs of the project, the Department shall reimburse the Grantee for the |eooec of the following when providing operating assistance: /1\ The balance ofunnocowan*d operating expenditures after deducting all fonabox and other operating navenuee. nr (2) Up to the percentage specified in the Approved Project Budget of the allowable total operating expenditures which shall be determined by available funding. U. Payment and Reimbursement. The Grantee eho|| submit o request for reimbursement to the Deportmant for the Period Covered not more frequently than monthly, nor |*so frequently than quarterly, reporting on the Department's Uniform Public Transportation Accounting System (UPTAS) invoicing forms furnished by the Department for work performed under this Agreement. Expenditures submitted for reimbursement shall include all eligible cost incurred within the Period Covered. Failure to request reimbursement for expenses incurred within the Period Covered may result innon-paynnnnL All requests forreimbursement must be submitted within (30) days following the end of the project's reporting period. Any Grantee that fails to submit e request for reimbursement for the first two quarters of agreement fiscal year by January 31 st or the last two quarters by July 3D m Will forfeit their ability to receive reimbursement for those periods. Additional forms must be submitted with reimbursement requests to report on contracting activities with 0aodvoDfoged Business Enterprise (DBE) firms. Invoices ahmU be supported by documentation of costs unless otherwise waived by the Department. All requests must be submitted within thirty (3O) days following the end of the quarter. Failure to request reimbursement for eligible projects costs as outlined may naau|t 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 topayment. m. Indirect Cost or Central Service Allocation. Calculation of Indirect or Central Service Allocations will be consistent with the applicable U8 DOT common rules iU2C.F.R. 2OO. These rates must bo approved by NCDOT PTD or cognizant agency prior to the beginning or the period of performance. Approved rates will be retained as outlined in the GMP. f. Excluded Costs. The Grantee understands and agrees that, except to the extent the Department determines otherwise in writing, ineligible costs will be treated as follows: /1\ In determining the amount of Federal/State assistance the Department will provide, the Department will exclude: (a) Any Project cost incurred by the Grantee before the effective date of the grant; /b\ Any cost that is not included in the latest Approved Project Budget; (o) Any cost for Project propertyoraen/iceoreoeivedinconnectionvvithethirdpadv contract, sub-agreement, lease, or other arrangement that is,required to be, but has not been, concurred inor approved in writing byFTA; (d) Any non-project cnetoonnietmntvviththeprohibiboneof49U.B.C.§5323/h\;aDd 05127/2015 Page 8u[36