Financial Reports & Records. Budget detail included with the quarterly Payment Requests shall, at a minimum, list for each output area, one line item for the associated “staffing costs” (including employee benefits based on assigned staff) and also the anticipated quarterly “other” expenditures for each output task (additional, more detailed line item descriptions for other expenditures may be included if available). So long as reporting timelines and report content expectations are met, the City will process and pay quarterly invoices within 30 days of receipt. Quarterly financial statements that detail the tasks, allocated budget and expenditures for each completed quarter shall also be included with the quarterly reports. The fourth quarter financial statement will incorporate the full calendar year expenditure and revenue results to profile the entire year. As provided for in the Record Retention (Subsection III), Fiscal Requirements (Subsection IX) and Financial Management Systems (Subsection XI) paragraphs of the Grant Agreement’s Special Terms and Conditions Section, financial and other grant-related records, work products or equipment of the Grantee related to accomplishing this City grant shall be maintained and open for audit or inspection by the City or its duly authorized representatives throughout the period of the agreement and for three years afterwards. Appendix A – Watershed Alliance of SW WA Project Scope with City of Camas represents the agreed upon general allocation of the project budget, not-to-exceed amount of $35,000 according to the Section III of the Statement of Work Tasks/Outputs/Deliverables. The expenditure range noted for each task is an estimate to help communicate the expectation on where effort will be placed over the course of the agreement. It is anticipated that actual expenditures may differ from this distribution due to the nature of the various tasks. As noted in this Grant Agreement’s Special Terms and Conditions section, the statement of work and budget may be modified at the discretion of the City. APPENDIX A
Financial Reports & Records. Budget detail included with the quarterly Payment Requests/Invoices submitted at the start of each quarter shall, at a minimum, list for each output task (A through F), one line item for the associated “staffing costs” (including employee benefits) allocated to the City’s grant in the coming quarter (based on assigned staff) and also the anticipated quarterly “other” expenditures for each output task (additional, more detailed line item descriptions for other expenditures may be included if available). The chart in Section IV (below) indicates the City’s expectation and priority for where expenditures will be made according to identified output tasks over the course of the full year, however, the seasonal/quarterly budget projections and distribution of expenses among staff time and other expenditures may vary somewhat from this expectation. So long as reporting timelines (Task E milestones) and report content expectations are met, the City will process and pay quarterly invoices within 30 days of receipt. One month following each quarter, Grantee shall provide the City with a quarterly financial statement that details the tasks, allocated budget and expenditures for each completed quarter. The fourth quarter financial statement will incorporate the full calendar year expenditure and revenue results to profile the entire year. If expenditures for output tasks shown in quarterly reports vary significantly from either the City’s expectation in Section IV (below) or from the quarterly budget projection, explanation shall be provided along with the quarterly financial statement. City staff and Grant staff and board representatives will meet if any expenditure issues or concerns need to be resolved before the next invoice payment is approved. As provided for in the Record Retention (Subsection III), Fiscal Requirements (Subsection IX) and Financial Management Systems (Subsection XI) paragraphs of the Grant Agreement’s Special Terms and Conditions Section, financial and other grant-related records, work products or equipment of the Grantee related to accomplishing this City grant shall be maintained and open for audit or inspection by the City or its duly authorized representatives throughout the period of the agreement and for three years afterwards. The following milestones have been identified as annual targets:
