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13 <br /> AOC ✓ �/ INITIALS Revised 05/2018 <br /> (ii) Require the Agency to transfer the property or equipment and title of said property or equipment, <br /> if any, to the Department or to another Agency, as directed by the Department. <br /> (d) Non-expendable Property. Non-expendable property is defined as property or equipment having a <br /> value of $5000 or more with a life expectancy of more than one year. Non-expendable property <br /> purchased under this contract cannot be sold, traded, or disposed of in any manner without the <br /> expressed written permission of the Department. <br /> 7. Educational or Other Materials. If allowed, any educational or other materials developed using funds <br /> from this contract must be reviewed and approved by the GHSP prior to their production or purchase. The <br /> cost of these materials is generally limited to a maximum of$5.00 per item. The purchase of promotional <br /> items and memorabilia are not an allowable cost. <br /> 8. Review of Reports and Publications. Any reports, papers, publications, or other items developed using <br /> funds from this contract must be reviewed and approved by the GHSP prior to their release. <br /> 9. Reimbursement. <br /> (a) General. Payments are made on a reimbursement basis. There is no schedule of advance payments. <br /> Only actual allowable costs are eligible for reimbursement. Claims for reimbursement must be made <br /> a minimum of quarterly and no more than once a month via the Grants Management System. Claims <br /> for reimbursement not made within the three month threshold are subject to denial. The itemized <br /> invoice shall be supported by documentation of costs as prescribed by the Department. <br /> Reimbursements will not be processed if other required reports are incomplete or have not been <br /> submitted. Failure to submit complete reports by the required deadline may result in denial of <br /> reimbursement. <br /> (b) Approval. The Governor's Highway Safety Program and the Department's Fiscal Section shall <br /> approve the itemized invoice prior to payment. <br /> (c) Unapproved Costs. Any rejected or unaccepted costs shall be borne by the Agency. The Agency <br /> agrees that in the event the Department determines that, due to Federal or State regulations that <br /> grant funds must be refunded, the Agency will reimburse the Department a sum of money equal to <br /> the amount of Federal and State participation in the rejected costs. <br /> (d) Final Claims for Reimbursement. Final claims for reimbursement must be received by the GHSP <br /> within 30 days following the close of the approved contract period. Project funds not claimed by this <br /> date are subject to reversion. <br /> (e) Expending Funds Under This Contract. Under no circumstances will reimbursement be made for <br /> costs incurred prior to the contract effective date or after the contract ending date. <br /> 10. Project Costs. It is understood and agreed that the work conducted pursuant to this contract shall be <br /> done on an actual cost basis by the Agency. The amount of reimbursement from the Department shall not <br /> exceed the estimated funds budgeted in the approved contract. The Agency shall initiate and prosecute <br /> to completion all actions necessary to enable the Agency to provide its share of the project costs at or <br /> prior to the conclusion of the project. <br /> 11. Program Income. The Agency shall account for program income related to projects financed in whole or <br /> in part with federal funds in accordance with 2 CFR 200.307. Program income earned during the contract <br /> period shall be retained by the Agency and deducted from the federal funds committed to the project by <br /> the GHSP unless approved in advance by the Federal awarding agency as an addition to the project. <br /> Program income must be accounted for separately and the records made available for audit purposes. <br /> 12. Project Directors. The Project Director, as specified on the signature page of this Agreement, must be <br /> an employee of the Agency or the Agency's governing body. Any exception to this provision must have <br /> the expressed written approval of GHSP. <br /> 13. Reports Required. <br /> (a) Quarterly Progress Reports. Unless otherwise directed, the Agency must submit Quarterly <br /> Progress Reports to the GHSP, on forms provided by the Department, which reflect the status of <br /> project implementation and attainment of stated goals. Each progress report shall describe the project <br /> status by quarter and shall be submitted to GHSP no later than fifteen (15)days after the end of each <br /> quarter. If the Agency fails to submit a Quarterly Progress Report or submits an incomplete Quarterly <br /> Progress Report, the Agency will be subject to having claims for reimbursement withheld. Once a <br /> Quarterly Progress Report that substantiates adequate progress is received, cost reimbursement <br /> requests may be processed or denied at the discretion of GHSP. <br /> (b) Final Accomplishments Report. A Final Accomplishments Report must be submitted to the GHSP <br /> within fifteen (15) days of completion of the protect, on forms provided by the Department, unless <br /> otherwise directed. If the Agency fails to submit a Final Accomplishments Report or submits an <br /> Page 5 <br />