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Budget. The Grantee shall initiate and prosecute to completion all actions necessary to enable the <br />Grantee to provide its share of project costs at or prior to the time that such funds are needed to <br />meet project costs. The Grantee shall provide its share of project costs from sources other than <br />FTA and State funds from the Department. Any costs for work not eligible for Federal and State <br />participation shall be financed one hundred percent (100 %) by the Grantee. <br />b. Administrative Expenditures. In order to assist the Grantee in financing the administrative costs of <br />the project, the Department shall reimburse the Grantee up to the percentage specified in the <br />Approved Project Budget of allowable administrative costs which shall be determined by available <br />funding. <br />C. Operating Expenditures. In order to assist in financing the operating costs of the project, the <br />Department shall reimburse the Grantee for the lesser of the following when providing operating <br />assistance: <br />(1) The balance of unrecovered operating expenditures after deducting all farebox and other <br />operating revenues, or <br />(2) Up to the percentage specified in the Approved Project Budget of the allowable total <br />operating expenditures which shall be determined by available funding. <br />d. Payment and Reimbursement. The Grantee shall submit a request for reimbursement to the <br />Department for the Period Covered not more frequently than monthly, nor less frequently than <br />quarterly, reporting on the Department's Uniform Public Transportation Accounting System <br />(UPTAS) invoicing forms furnished by the Department for work performed under this Agreement. <br />Expenditures submitted for reimbursement shall include all eligible cost incurred within the Period <br />Covered. Failure to request reimbursement for expenses incurred within the Period Covered may <br />result in non - payment. All requests for reimbursement must be submitted within (30) days following <br />the end of the project's reporting period. Any Grantee that fails to submit a request for <br />reimbursement for the first two quarters of agreement fiscal year by January 31St or the last two <br />quarters by July 30th will forfeit their ability to receive reimbursement for those periods. <br />Additional forms must be submitted with reimbursement requests to report on contracting activities <br />with Disadvantaged Business Enterprise (DBE) firms. Invoices shall be supported by <br />documentation of costs unless otherwise waived by the Department. All requests must be <br />submitted within thirty (30) days following the end of the quarter. Failure to request reimbursement <br />for eligible projects costs as outlined may result in termination of the Project. Invoices shall be <br />approved by the Department's Public Transportation Division and reviewed by the Department's <br />External Audit Branch prior to payment. <br />e. Indirect Cost or Central Service Allocation. Calculation of Indirect or Central Service Allocations <br />will be consistent with the applicable US DOT common rules in 2 C.F.R. 200. These rates must be <br />approved by NCDOT PTD or cognizant agency prior to the beginning or the period of performance. <br />Approved rates will be retained as outlined in the SMP. <br />f. Excluded Costs. The Grantee understands and agrees that, except to the extent the Department <br />determines otherwise in writing, ineligible costs will be treated as follows: <br />(1) In determining the amount of Federal /State assistance the Department will provide, the <br />Department will exclude: <br />(a) Any Project cost incurred by the Grantee before the effective date of the grant; <br />(b) Any cost that is not included in the latest Approved Project Budget; <br />(c) Any cost for Project property or services received in connection with a third party <br />contract, sub - agreement, lease, or other arrangement that is required to be, but has <br />not been, concurred in or approved in writing by FTA; <br />(d) Any non - project cost consistent with the prohibitions of 49 U.S.C. § 5323(h); and <br />(e) Any profit or fee sought by the recipient for its services under the Grant Agree, except <br />to the extent determined by applicable. <br />(f) Any cost ineligible for FTA participation as provided by applicable Federal /State laws, <br />regulations, or directives. <br />05/27/2015 Page 8 of 36 <br />