Budget Plan Payments for Phase II & Phase IIS. In exceptional circumstances, ARPA-E may, at its discretion, reimburse the Prime Recipient on a prospective basis through Budget Plan Payments. All requests for Budget Plan Payments must be submitted in writing to the ARPA-E Associate Director for Finance and the support personnel designated by the ARPA-E Program Director. Consistent with Clause 27(a), all Budget Plan Payment requests must be submitted by the Prime Recipient. Each request must be limited to a single quarter, unless otherwise authorized by the ARPA-E Associate Director for Finance. Requests for Budget Plan Payments must include: A signed cover letter on appropriate letterhead stating the basis for the request, the total amount of funding requested, the duration of funding, and the technical milestone(s) and deliverable(s) to be achieved with the prospective funding; A detailed budget spreadsheet showing how the prospective funding will be spent during each month of the quarter in each of the following categories: Personnel – include descriptions of the types of positions (e.g., engineer, risk manager, communications director) that will be funded during the quarter; Travel – include description of trips (i.e., destinations, persons traveling, purpose of trip) that will be funded during the quarter; Equipment – include description of equipment that will be purchased or leased during the quarter; Supplies – include description of supplies (e.g., lab supplies) that will be purchased or leased during the quarter; Contractual – include description of contractors that will be funded during the quarter; Construction – include description of approved construction that will be funded during the quarter; Other Direct Costs – include description of miscellaneous expenses; and Cost Share – include the Prime Recipient’s cost share contributions for the quarter A one-page invoice for each month of the quarter, showing the total amount requested for that month; and If the Budget Plan Payment will be used to purchase equipment, the Prime Recipient is required to provide supporting documentation (e.g., vendor quote, catalogue price). Upon request by ARPA-E, the Prime Recipient is required to provide ARPA-E with additional supporting documentation for its Budget Plan Payment request. Variances between the prospective monthly budgets and amounts actually incurred will be reconciled at the end of each quarter. The Prime Recipient is required to submit reimbursement requests electronically through DOE’s Oak Ridg...
