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b . Reimbursement Procedures . The Subrecipient shall submit for reimbursement <br /> all eligible costs incurred within the agreement Period of Performance . <br /> i . Claims for reimbursement shall be made no more than monthly or less <br /> than quarterly , using the State ' s grant system , Enterprise Business <br /> Services ( EBS ) Partner Application . s <br /> HE All requests for reimbursement must be submitted within ( 30 ) days <br /> following the end of the project ' s reporting period . Any Subrecipient that <br /> fails to submit a request for reimbursement for the first two quarters of <br /> agreement fiscal year by January 31 or the last two quarters by July 31 <br /> will forfeit its ability to receive reimbursement for those periods . <br /> iii . All payments issued by the Department will be on a reimbursable basis <br /> unless the Subrecipient requests and the Department approves an <br /> advance payment . <br /> iv . Supporting documentation for proof of payment may be requested . <br /> c . Subrecipient Funds . Prior to reimbursement , the Subrecipient shall provide the <br /> Department with proof that the Subrecipient has met its proportionate share of <br /> project costs from sources other than FTA or the Department . Any costs for <br /> work not eligible for Federal and State participation shall be financed one <br /> hundred percent ( 100 % ) by - the Subrecipient . <br /> d . Operating Expenditures . In order to assist in financing the operating costs of <br /> the project , the Department shall reimburse the Subrecipient for the lesser of <br /> the following when providing operating assistance : <br /> i . The balance of unrecovered operating expenditures after deducting all <br /> farebox revenue , or <br /> ii . The percentage specified in the Approved Project Budget of the <br /> allowable total operating expenditures which shall be determined by <br /> available funding . <br /> e , Travel Expenditures . The Subrecipient shall limit reimbursement for meals , <br /> lodging and travel to rates established by the State of North Carolina Travel <br /> Policy . Costs incurred by the Subrecipient in excess of these rates shall be <br /> borne by the Subrecipient . <br /> f. Allowable Costs . Expenditures made by the Subrecipient shall be reimbursed <br /> as allowable costs to the extent they meet all of the requirements set forth <br /> below . They must be : <br /> NCDOT PTD Federal Agreement Page 4 of 23 <br /> Revised 6/28/2018 <br />