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27 <br /> Orange County Transit Billing, Payment and Reimbursement Policy and <br /> Guidelines <br /> Purpose: As administrator of the Triangle Tax District, GoTriangle will be responsible for the billing, <br /> payment and reimbursement of funds that support approved expenditures as part of the Orange County <br /> Transit Multi-Year Vision Plan. <br /> Policy: It is the policy of the Orange Operating Fund and the Orange Capital Fund and participating local <br /> governments and other entities to maintain strong billing, payment and reimbursement practices. <br /> Guidelines: <br /> Transit expenditures by the participating local governments and other entities are to be budgeted <br /> annually and recommended by the SWG and adopted by the Orange County Board of Commissioners <br /> and GoTriangle Board of Trustees. <br /> The adopted budget ordinances for the Orange Operating Fund,the Orange Capital Fund, and the <br /> operating/capital funding agreements with the participating partners are the controlling documents for <br /> billing, payments, and reimbursement. <br /> Dollars appropriated in the Orange Capital Fund are appropriated pursuant to Section 13.2 of N.C.G.S. <br /> Chapter 159 and therefore do not lapse at the end of the year and are available for reimbursement <br /> requests for the duration of the respective project unless subsequently amended by Board action or <br /> project closeout. <br /> Reimbursement payments made for expenditures in conjunction with appropriations from the Orange <br /> Operating Fund and the Orange Capital Fund will be made to the participating local governments and <br /> other participants after GoTriangle Finance Department has received a request for reimbursement using <br /> the pre-established Orange County Transit template and associated required documentation. <br /> GoTriangle's reimbursement requests will be paid following review by the Staff Working Group <br /> Administrator.All other reimbursement requests will be reviewed by GoTriangle. Upon approval, <br /> GoTriangle will send payment to all parties. <br /> Payments will be made in accordance with the North Carolina Local Government Budget and Fiscal <br /> Control Act. <br /> Submissions for reimbursement may be done as often as is efficient and effective for the local <br /> participating entity; however, disbursements from GoTriangle are recommended to be completed <br /> quarterly but will be no more frequent than on a monthly basis. <br /> Advance payments and/or establishment of a working capital fund for specific circumstances may be <br /> considered by GoTriangle. <br /> The request for reimbursement and supporting documentation should be submitted either in writing or <br /> by electronic means as specified in the terms of the operating and capital agreements. <br /> Reimbursement requests will include a statement signed by the requesting agency's Finance Officer or <br /> designee, stating funds were spent in accordance with the Orange County Transit's Annual Work <br /> Program and associated laws, rules and regulations, and the request for funds includes items due and <br /> payable. <br /> 4 <br />