Common use of Documentation of Administration Funds Clause in Contracts

Documentation of Administration Funds. Administrative costs include: the Grantee’s personnel costs; fringe benefit costs; operating costs (including rent, supplies, and equipment); indirect costs (general administrative services, office space, and telephone services); travel expenses and per diem rates set at the rate specified by California Department of Human Resources (CalHR)1; overhead; consultant fees (if pre-approved by CARB); and printing, records retention, and mailing costs. a. The Grantee must maintain documentation of all project administration funds, including the following: i. Personnel documentation must make use of timesheets or other labor tracking software. Duty statements or other documentation may also be used to verify the number of staff and actual hours or percent of time staff devoted to project administration; ii. Administration funds for subcontractor(s) must be documented with copies of the contract and invoices; iii. Printing, mailing, records retention, and travel expenses must be documented with receipts and/or invoices; iv. Any reimbursement for necessary travel and per diem must be at rates not to exceed those amounts paid to the State’s represented employees. No travel outside the State of California will be reimbursed unless prior written authorization is obtained from CARB. XxxXX’s travel and per diem reimbursement amounts may be found online at xxxx://xxx.xxxxx.xx.xxx/employees/pages/travel-reimbursements.aspx. Reimbursement must be at the State travel and per diem amounts that are current as of the date costs are incurred by the Grantee; and v. If indirect costs are used to document administration funds for the Trade-Up Pilot Project, the Grantee must describe how these costs are determined. b. The above documentation, records, and referenced materials must be made available for review during monitoring visits and audits by CARB, or its designee. These records must be retained for a minimum of three years after completion of the grant. c. The above documentation must be provided to CARB in Quarterly Reports and included in the Final Report.

Documentation of Administration Funds. Administrative costs include: the Grantee’s personnel costs; fringe benefit costs; operating costs (including rent, supplies, and equipment); indirect costs (general administrative services, office space, and telephone services); travel expenses and per diem rates set at the rate specified by California Department of Human Resources (CalHR)1; overhead; consultant fees (if pre-approved by CARB); and printing, records retention, and mailing costs. a. The Grantee must maintain documentation of all project administration funds, including the following: i. Personnel documentation must make use of timesheets or other labor tracking software. Duty statements or other documentation may also be used to verify the number of staff and actual hours or percent of time staff devoted to project administration;Clean Mobility in Schools Pilot Project implementation and outreach. ii. Administration funds b. Fees for subcontractor(s) external consultants must be documented with copies of the consultant contract and invoices;. All external consultant fees must be pre- approved by CARB. Fees included in the budget as a part of the Grantee 10 Funding Plan for FY 2018-19 xxxxx://xx0.xxx.xx.xxx/our-work/programs/low-carbon-transportation- investments-and-air-quality-improvement-program/low-1 iii. c. Printing, mailing, records retention, and travel expenses must be documented with receipts and/or invoices;. iv. d. Any reimbursement for necessary supporting project costs need receipts and/or invoices. e. Any reimbursement for necessary travel and per diem must shall be at rates not to exceed those amounts paid to the State’s represented employees. No travel outside the State of California will shall be reimbursed unless prior written authorization is obtained from CARB. XxxXX’s The California Department of Human Resources (CalHR) travel and per diem reimbursement amounts may be found online at xxxx://xxx.xxxxx.xx.xxx/employees/pages/travel-reimbursements.aspxxxxxx://xxx.xxxxx.xx.xxx/employees/pages/travel- reimbursements.aspx. Reimbursement must will be at the State travel and per diem amounts that are current as of the date costs are incurred by the Grantee; and v. If indirect costs are used to document administration funds for the Trade-Up Pilot Project, the Grantee must describe how these costs are determined. b. f. The above documentation, records, and referenced materials must be made available for review during monitoring visits and audits by CARB, or its designee. These records must be retained for a minimum of three years after completion submittal of the grantfinal Clean Mobility in Schools Pilot Project grant disbursement request to CARB. c. g. The above documentation must be provided to CARB in Quarterly Status Reports and included in the a Final Report.

Documentation of Administration Funds. Administrative costs include: the Grantee’s personnel costs; fringe benefit costs; operating costs (including rent, supplies, and equipment); indirect costs (general administrative services, office space, and telephone services); travel expenses and per diem rates set at the rate specified by California Department of Human Resources (CalHR)1; overhead; consultant fees (if pre-approved by CARB); and printing, records retention, and mailing costs. a. The Grantee must maintain documentation of all project administration funds, including the following: i. Personnel documentation must make use of timesheets or other labor tracking software. Duty statements or other documentation may also be used to verify the number of staff and actual hours or percent of time staff devoted to project administration;STEP implementation and outreach. ii. Administration funds b. Fees for subcontractor(s) external consultants must be documented with copies of the consultant contract and invoices;. All external consultant fees must be pre- approved by CARB. Fees included in the budget as a part of the Grantee Proposal Package (Exhibit C) are considered pre-approved by CARB. 2 Funding Plan for Fiscal Year 2019-20 xxxxx://xx0.xxx.xx.xxx/our-work/programs/low-carbon- transportation-investments-and-air-quality-improvement-program/low-1 iii. c. Printing, mailing, records retention, and travel expenses must be documented with receipts and/or or invoices;. iv. d. Any reimbursement for necessary supporting project costs need receipts or invoices. e. Any reimbursement for necessary travel and per diem must shall be at rates not to exceed those amounts paid to set by the State’s represented employeesCalifornia Department of Human Resources (CalHR). No travel outside the State of California will shall be reimbursed unless prior written authorization is obtained from CARB. XxxXX’s The CalHR travel and per diem reimbursement amounts may be found online at xxxx://xxx.xxxxx.xx.xxx/employees/pages/travel-reimbursements.aspxat: xxxxx://xxx.xxxxx.xx.xxx/employees/pages/travel-reimbursements.aspx. Reimbursement must will be at the State travel and per diem amounts that are current as of the date costs are incurred by the Grantee; and v. If indirect costs are used to document administration funds for the Trade-Up Pilot Project, the Grantee must describe how these costs are determined. b. f. The above documentation, records, and referenced materials must be made available for review during monitoring visits and audits by CARB, or its designee. These records must be retained for a minimum of three years after completion submittal of the grantfinal STEP grant disbursement request to CARB. c. g. The above documentation must be provided to CARB in Quarterly quarterly Status Reports and included in the a Final Report.

Documentation of Administration Funds. Administrative costs include: the Grantee’s personnel costs; fringe benefit costs; operating costs (including rent, supplies, and equipment); indirect costs (general administrative services, office space, and telephone services); travel expenses and per diem rates set at the rate specified by California Department of Human Resources (CalHR)1; overhead; consultant fees (if pre-approved by CARB); and printing, records retention, and mailing costs. a. The Grantee must maintain documentation of all project administration funds, including the following: i. Personnel documentation must make use of timesheets or other labor tracking software. Duty statements or other documentation may also be used to verify the number of staff and actual hours or percent of time staff devoted to project administration;STEP implementation and outreach. ii. Administration funds b. Fees for subcontractor(s) external consultants must be documented with copies of the consultant contract and invoices;. All external consultant fees must be pre-approved by CARB. Fees included in the budget as a part of the Grantee Proposal Package (Exhibit C) are considered pre-approved by CARB. iii. c. Printing, mailing, records retention, and travel expenses must be documented with receipts and/or or invoices;. iv. d. Any reimbursement for necessary supporting project costs need receipts or invoices. e. Any reimbursement for necessary travel and per diem must shall be at rates not to exceed those amounts paid to set by the State’s represented employeesCalifornia Department of Human Resources (CalHR). No travel outside the State of California will shall be reimbursed unless prior written authorization is obtained from CARB. XxxXX’s The CalHR travel and per diem reimbursement amounts may be found online at xxxx://xxx.xxxxx.xx.xxx/employees/pages/travel-reimbursements.aspxat: xxxxx://xxx.xxxxx.xx.xxx/employees/pages/travel-reimbursements.aspx. Reimbursement must will be at the State travel and per diem amounts that are current as of the date costs are incurred by the Grantee; and v. If indirect costs are used to document administration funds for the Trade-Up Pilot Project, the Grantee must describe how these costs are determined. b. f. The above documentation, records, and referenced materials must be made available for review during monitoring visits and audits by CARB, or its designee. These records must be retained for a minimum of three years after completion submittal of the grantfinal STEP grant disbursement request to CARB. c. g. The above documentation must be provided to CARB in Quarterly quarterly Status Reports and included in the a Final Report.

Documentation of Administration Funds. Administrative costs include: the Grantee’s personnel costs; fringe benefit costs; operating costs (including rent, supplies, and equipment); indirect costs (general administrative services, office space, and telephone services); travel expenses and per diem rates set at the rate specified by California Department of Human Resources (CalHR)1; overhead; consultant fees (if pre-approved by CARB); and printing, records retention, and mailing costs. a. The Grantee must maintain documentation of all project administration funds, including the following: i. Personnel documentation must make use of timesheets or other labor tracking software. Duty statements or other documentation may also be used to verify the number of staff and actual hours or percent of time staff devoted to project administration;STEP implementation and outreach. ii. Administration funds b. Fees for subcontractor(s) external consultants must be documented with copies of the consultant contract and invoices;. All external consultant fees must be pre- approved by CARB. Fees included in the budget as a part of the Grantee Proposal Package (Exhibit C) are considered pre-approved by CARB. iii. c. Printing, mailing, records retention, and travel expenses must be documented with receipts and/or or invoices;. iv. d. Any reimbursement for necessary supporting project costs need receipts or invoices. e. Any reimbursement for necessary travel and per diem must shall be at rates not to exceed those amounts paid to set by the State’s represented employeesCalifornia Department of Human Resources (CalHR). No travel outside the State of California will shall be reimbursed unless prior written authorization is obtained from CARB. XxxXX’s The CalHR travel and per diem reimbursement amounts may be found online at xxxx://xxx.xxxxx.xx.xxx/employees/pages/travel-reimbursements.aspxat: xxxxx://xxx.xxxxx.xx.xxx/employees/pages/travel-reimbursements.aspx. Reimbursement must will be at the State travel and per diem amounts that are current as of the date costs are incurred by the Grantee; and v. If indirect costs are used to document administration funds for the Trade-Up Pilot Project, the Grantee must describe how these costs are determined. b. f. The above documentation, records, and referenced materials must be made available for review during monitoring visits and audits by CARB, or its designee. These records must be retained for a minimum of three years after completion of the grant.2 Funding Plan for Fiscal Year 2019-20 xxxxx://xx0.xxx.xx.xxx/our-work/programs/low-carbon- transportation-investments-and-air-quality-improvement-program/low-1 c. g. The above documentation must be provided to CARB in Quarterly quarterly Status Reports and included in the a Final Report.

Documentation of Administration Funds. Administration funds used for Financing Assistance Pilot Project include processing loans, price buy-down, outreach or support of other financial assistance enhancements. Administrative costs cost include: the Grantee’s personnel costs; fringe benefit costs; , operating costs (including rent, supplies, and equipment); , indirect costs (general administrative services, office space, and telephone services); , travel expenses and per diem rates set at the rate specified by California Department of Human Resources (CalHR)1; , overhead; , consultant fees (if pre-approved by CARBARB); and printing, records retention, and mailing costsmailing. 1 Under no circumstances should the Grantee exceed travel expenses and per diem rates set by XxxXX. a. The Grantee must maintain documentation of all project Financing Assistance Pilot Project administration funds, including the following: i. Personnel documentation must make use of timesheets or other labor tracking software. Duty statements or other documentation may also be used to verify the number of staff and actual hours or percent of time staff devoted to project administration;Financing Assistance Pilot Project administration and outreach. ii. Administration funds for subcontractor(s) external consultants must be documented with copies of the consultant contract and invoices;. iii. Printing, mailing, records retention, and travel expenses must be documented with receipts and/or invoices;. iv. Any reimbursement for necessary travel and per diem must be at rates not to exceed those amounts paid to the State’s represented employees. No travel outside the State of California will be reimbursed unless prior written authorization is obtained from CARBARB. XxxXX’s travel and per diem reimbursement amounts may be found online at xxxx://xxx.xxxxx.xx.xxx/employees/pages/travel-reimbursements.aspx. Reimbursement must be at the State travel and per diem amounts that are current as of the date costs are incurred by the Grantee; and. v. If indirect costs are used to document administration funds for the Trade-Up Financing Assistance Pilot Project, the Grantee must describe how these costs are determined. b. The above documentation, records, and referenced materials must be made available for review during monitoring visits and audits by CARBARB, or its designee. These records must be retained for a minimum of three seven years after completion expenditure of the grantfinal Financing Assistance Pilot Project funds. c. The above documentation must be provided to CARB ARB in Quarterly Reports and included in the a Final Report.