2015-439 OPT - FY2016 5311 Nonurbanized area public transportation grant

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cost basis by the Conti-actor. Expenditures submitted for reimbursement shall include all eligible cost incurred witbin the Period Covered. I'he Period Covered represents the monthly or quarterly tiniefrarne in which the project reports expenditures to I-lie Department. All payments issued by the Department will be on a reimbursable basis unless the Contractor 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 vehicles and other high-cost capital items. The Contractor agrees to deposit any advance payments into its account when received and issue payment to the vendor within 3 (three) business days. The aniOUnt of reimbursement from the Department shall not exceed the funds budgeted in the approved Project Budget The Contractor shall initiate and prosecute to completion all actions necessary to enable the Contractor to provide its share of project costs at or prior to the time that such funds are needed to meet project costs. The Contractor shall provide its share of project costs frorn sources other than FTA and State funds from the Department. Any costs for work not eligible for Federal and State participation shall be financed one hundred percent (100%) by the Contractor. b. Administrative Expenditures, In order to assist the Contractor in financi ngi tile administrative costs of the project, the Department shall reimburse the Contractor up to tile percentage specified in the Approved Project Budget of allowable administrative costs which shall be determined by available funding. C. Operafing_E_xpenditures. In order to assist in financing the operating costs of the project, the Department shall reimburse the Contractor for the lesser of the following when providing Section 5311 operating assistance: (1) The balance of unrecovered operating expenditures after deducting all farebox and other operating revenues, or d. Payment and Reimbursement. The Contractor shall submit a request for reimbursement to the Department for the Period Covered not more frequently than monthly, nor less 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 reimburseirrient shall include all eligible cost incurred within the Period Covered. Failure to request reimbursement for expenses incurred within the Period Covered may result in non-payment.. All requests for reimbursement must be submitted within (30) days follouwingi the end of the project's reporting period. Any contractor that fails to subunit a request for reimbursement for the first two quarters of agreement fiscal year by January 31"t or the last two quarters by July 301"' will forfeit their ability to receive, reimbursement for those periods. Additional forms must be submitted with reimbursement requests to report 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 reirnbursement 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, e. Excluded Costs, The Contractor 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 Contractor before the effective date of the grant; (b) Any cost that is not included in the latest Approved Project Budget; (c) Any cost for Project property or services received in connection Updated 9/17/10 Page 7 of 35