Common use of Billing Requirements and Payments Clause in Contracts

Billing Requirements and Payments. A. Billing Requirements: 1. The Agency shall submit all invoices and/or requests for reimbursement/invoice to the Recipient by the fourth (4th) business day of each month. The Agency understands that any unspent Funds from any given Grant year shall not be carried forward to the following Grant year. 2. The Agency shall not receive payment for work found by the Recipient to be unsatisfactory, or performed in violation of federal, state or local law, ordinance, or regulation. 3. Agency (sub-recipient) invoices shall be reviewed by the Recipient and their fiscal staff for appropriateness and thoroughness. If, after review of an invoice, an issue or concern with the sub-recipient is identified, the Recipient’s staff shall be responsible for promptly working with the Agency to resolve the issue or concern. As part of this attempt, the Recipient’s staff may request clarification of any unusual, miscellaneous, excessive, or potentially unallowable charged invoiced by the Agency. If the explanation is sufficient to render a reasonable judgment on whether the cost is allowable, the Recipient’s office shall contact the Agency who shall promptly provide detailed justifications and support. In the event the Agency fails to promptly provide such justification or clarification, the invoice amount shall be reduced and expenses disallowed. 4. Invoices submitted to the Recipient shall contain a minimum level of information including, but not limited to, the following: a. Name of Agency; b. Agency address; x. Xxxx of invoice; d. Invoice number; e. Period of performance covered by invoice; f. Description of goods and services reflected by the xxxxxxxx; g. Current period of costs (with sufficient detail and backup information); h. Sub-recipient contact person with respect to the invoice; i. Statement that the expended funds are reasonable, allowable, and allocable; j. Statement that the costs are in compliance with the terms and conditions of the Contract; and k. An EDMS report or such additional information as may be requested by the Recipient.

Billing Requirements and Payments. A. Billing Requirements: 1. The Agency shall submit all invoices and/or / requests for reimbursement/invoice to the Recipient by the fourth tenth (4th10th) business day of each monthmonth with the required supporting documentation. The Agency understands that any unspent Funds from any given Grant year shall not be carried forward to the following Grant year. 2. The Agency shall not receive payment for work found by the Recipient to be unsatisfactory, or performed in violation of federal, state or local law, ordinance, or regulation. 3. Agency (sub-recipient) invoices shall be reviewed by the Recipient and their fiscal staff for appropriateness and thoroughness. If, after review of an invoice, an issue or concern with the sub-recipient is identified, the Recipient’s staff shall be responsible for promptly working with the Agency to resolve the issue or concern. As part of this attempt, the Recipient’s staff may request clarification of any unusual, miscellaneous, excessive, excessive or potentially unallowable charged charges invoiced by the Agency. If the explanation is sufficient to render a reasonable judgment on whether the cost is allowable, the Recipient’s office shall contact the Agency Agency, who shall promptly provide detailed justifications and support. In the event the Agency fails to promptly provide such justification or clarification, the invoice amount shall be reduced and expenses disallowed. 4. Invoices submitted to the Recipient shall contain a minimum level of information including, but not limited to, to the following: a. i) Name of Agency; b. ii) Agency address; x. Xxxx iii) Date of invoice; d. iv) Invoice number; e. v) Period of performance covered by invoice; f. vi) Description of goods good and services reflected by the xxxxxxxx; g. vii) Current period of costs (with sufficient detail and backup information); h. viii) Sub-recipient contact person with respect to the invoice; i. ix) Statement that the funds expended funds are reasonable, allowable, and allocable;; and j. x) Statement that the costs are in compliance with the terms and conditions of the Contract; and k. An EDMS report or such additional information as may be requested by the Recipient.