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- =� Reinvestment <br />GRANT AWARD <br />P A R T N E R S <br />-�- PEOPLE PLACES POLICY <br />AGREEMENT <br />then the actual purchase must be made within three days of the Grantee's <br />receipt of funds. If a major equipment purchase is invoiced prior to actual <br />purchase, a copy of the receipt for the actual purchase must be submitted to <br />RP immediately following the purchase, the invoice must be accompanied by a <br />formal estimate from the vendor and then the actual purchase must be <br />submitted to RP. immediately following the purchase. Purchases of computers <br />may not exceed the IRS limit of $1,000 per computer. All invoices require <br />appropriate documentation of both cash and matching funds expenses, <br />including submission of copies of all receipts for reimbursement attached to <br />the invoice form (sample) provided by RP. All budget and narrative reporting <br />forms must be submitted in accordance with the attached timeline and using <br />required forms. Failure to submit required reports according to the due dates <br />may be cause for denial of any requested payment or reimbursement, for <br />termination of this contract and /or disqualification from participating in the <br />VITA grant program now or in future years. <br />These grant funds are not eligible for sub - granting to other entities. Grantee will <br />maintain records of receipts and disbursements specific to this project, and it will <br />make such books and records available to RP or its representative upon request. <br />Grantees may invoice for expenses after the following conditions are met: <br />1) the Grantee has signed the contract provided by RP and returned two original <br />copies of the signed contract to RP; 2) a VITA project budget has been submitted <br />and approved by RP; 3) a separate invoice and cover letter with appropriate <br />documentation of expenses has been submitted and approved; and 4) the Grantee <br />has provided a signed W -9 form if RP does not have an up-to-date W -9 form on file. <br />3. Payment Terms: Invoices and copies of all receipts must be sent to RP using one <br />of the following methods: 1) mail to RP Accounts Payable, Attention: Cara Williams, <br />Finance Director, 110 E Geer Street, Durham NC 27701; 2) send by fax to (919) 667- <br />1557, Attention Cara Williams or (3) email to nctac @reinvestmentpartners.org. The <br />Corporation shall make payment to the named Grantee within 30 days of an <br />approved invoice. <br />4. Reporting: Grantee agrees to respond to requests for program outcome and tax site <br />customer survey data, including the following: <br />A. Collect tax site customer demographic and survey data by one of the <br />following means: <br />a) Enter tax site customer survey questions into your tax software's <br />preparer use fields and use the available reports available through your <br />software, whether desktop or on -line, to report survey data; and /or <br />b) Collect and tabulate VITA site customer data through hard copies of <br />survey forms provided by VITA clients. <br />