Common use of INVOICING AND BUDGET REQUIREMENTS Clause in Contracts

INVOICING AND BUDGET REQUIREMENTS. A. Grantee shall invoice HHSC monthly using the HHSC-provided Request for Reimbursement workbook (“RfR”) with supporting documentation, unless otherwise specified in the Grant Agreement. Grantee shall submit RfR provided by HHSC and supporting documentation in accordance with Attachment C, Contract Deliverables, following the month in which the expenditures were incurred, or services were provided. HHSC will not process an invoice that includes expenditures for more than one month. B. Grantee will be reimbursed for expenditures on a cost reimbursement basis for reasonable, allowable, and allocable Grant Project costs. Under the cost reimbursement payment method, Grantee is required to finance operations and will only be reimbursed for actual, allowable, and allocable costs incurred monthly and supported by adequate documentation. Adequate documentation includes (1) a clear description of the expense, (2) a straightforward itemization of the cost(s) and (3) management authorization for the incurred expense. HHSC, at its discretion, may require Grantee to submit additional supporting documentation or information deemed necessary to validate any expenditures submitted for reimbursement. C. Grantee shall submit the following supporting documentation with the RfR template provided by HHSC: 1. General Ledger (GL) with Summary Page, which includes only the funding sources and expenditures for the ADRC program. The GL Summary Page must consist of current and cumulative charges by major cost categories including direct labor, overhead, travel, Equipment, other direct costs, and indirect costs associated with the Project. 2. Payroll documentation for employee funding source validation. 3. For Operational and Equipment costs, Grantee shall provide invoices for operational Equipment with the identified amounts charged to each ADRC grant funding source. 4. For outreach items approved by HHSC, Grantee shall provide all HHSC pre-approvals for outreach items purchased by the ADRC. 5. For travel reimbursement requests, Xxxxxxx shall provide travel reimbursement forms and receipts used to reimburse staff for mileage. All associated travel costs submitted for reimbursement, for the month in which expenditures occurred, must be documented on a Grantee travel template approved and signed by an authorized designee. The travel template consists of: a. A trip record log of the date of travel, purpose of travel, to and from destinations, beginning and ending odometer readings (supported with MapQuest or similar map or travel service), air travel details (supported by invoice for airline ticket and destination details); and b. Lodging and meals log containing invoices for lodging costs, receipts for per diem reimbursement, and receipts for incidentals. D. All copies of invoices and receipts submitted for supporting documentation must include the following: 1. Xxxxxxx’s Name, to include assigned PSA #; 2. Grantee’s Address; 3. Invoice Date; 4. Date of Purchase or Date Services were Rendered; 5. Item Description or Services Rendered; 6. Unit Price or Unit Cost/Rate for Services; and 7. Credit Card Bills (only a complete statement with the items highlighted expenditures and funding sources charged will be accepted). E. All supporting documentation must be organized by date and funding source and clearly labeled upon submission. F. When Grantee submits an RfR with multiple funding sources, Grantee shall identify the funding sources used to pay for an item and include the amount being applied to each funding source. Grantee shall also ensure that the amounts requested for reimbursement from each funding source match the costs on the supporting documentation submitted with the request for reimbursement. Supporting documentation submitted for which Xxxxxxx requests reimbursement from multiple funding sources must be organized by date and clearly labeled. G. Grantee must submit the RfR and the documentation supporting the expenditures and provision of services using the Secure File Transfer Portal (SFTP). H. The following naming convention must be used for the subject line of the email: “ADRC PSA #. PSA Region. Legal Entity Name. Invoice #. Month Year.” For example, an invoice submitted to HHSC for the month of September must be submitted as follows: “PSA#1. Panhandle. ADRC Name. Invoice#1. September 2024.” The invoice must include the following: 1. A unique identification (invoice) number; 2. The word “invoice”; 3. Date of the invoice; 4. Xxxxxxx’s name, address, and contact information; 5. The service dates for when the services were rendered; 6. A description of the services provided; 7. The amount requested for reimbursement; and 8. The PO Number. I. Grantee shall include in the RfR the reimbursement amount requested from HHSC and costs to be matched. Costs on the supporting documentation must be broken out by funding source and to the degree that is sufficient to determine if costs are reasonable, allowable, and necessary for the successful performance of the Project, as indicated in “Allowable and Non- Allowable Costs” in Attachment F, HHS Uniform Terms and Conditions – Grant Version 3.3, of the Grant Agreement and under Title 2 CFR Part 200 and the Texas Grant Management Standards (TxGMS).

INVOICING AND BUDGET REQUIREMENTS. A. Grantee shall invoice HHSC monthly using the HHSC-provided Request for Reimbursement workbook (“RfR”) with supporting documentation, unless otherwise specified in the Grant Agreement. Grantee shall submit RfR provided by HHSC and supporting documentation in accordance with Attachment C, Contract Deliverables, following the month in which the expenditures were incurred, or services were provided. HHSC will not process an invoice that includes expenditures for more than one month. B. Grantee will be reimbursed for expenditures on a cost reimbursement basis for reasonable, allowable, and allocable Grant Project costs. Under the cost reimbursement payment method, Grantee is required to finance operations and will only be reimbursed for actual, allowable, and allocable costs incurred monthly and supported by adequate documentation. Adequate documentation includes (1) a clear description of the expense, (2) a straightforward itemization of the cost(s) and (3) management authorization for the incurred expense. HHSC, at its discretion, may require Grantee to submit additional supporting documentation or information deemed necessary to validate any expenditures submitted for reimbursement. C. Grantee shall submit the following supporting documentation with the RfR template provided by HHSC: 1. General Ledger (GL) with Summary Page, which includes only the funding sources and expenditures for the ADRC program. The GL Summary Page must consist of current and cumulative charges by major cost categories including direct labor, overhead, travel, Equipment, other direct costs, and indirect costs associated with the Project. 2. Payroll documentation for employee funding source validation. 3. For Operational and Equipment costs, Grantee shall provide invoices for operational Equipment with the identified amounts charged to each ADRC grant funding source. 4. For outreach items approved by HHSC, Grantee shall provide all HHSC pre-approvals for outreach items purchased by the ADRC. 5. For travel reimbursement requests, Xxxxxxx shall provide travel reimbursement forms and receipts used to reimburse staff for mileage. All associated travel costs submitted for reimbursement, for the month in which expenditures occurred, must be documented on a Grantee travel template approved and signed by an authorized designee. The travel template consists of: a. A trip record log of the date of travel, purpose of travel, to and from destinations, beginning and ending odometer readings (supported with MapQuest or similar map or travel service), air travel details (supported by invoice for airline ticket and destination details); and b. Lodging and meals log containing invoices for lodging costs, receipts for per diem reimbursement, and receipts for incidentals. D. All copies of invoices and receipts submitted for supporting documentation must include the following: 1. Xxxxxxx’s Name, to include assigned PSA #; 2. Grantee’s Address; 3. Invoice Date; 4. Date of Purchase or Date Services were Rendered; ; 5. Item Description or Services Rendered; 6. Unit Price or Unit Cost/Rate for Services; and 7. Credit Card Bills (only a complete statement with the items highlighted expenditures and funding sources charged will be accepted). E. All supporting documentation must be organized by date and funding source and clearly labeled upon submission. F. When Grantee submits an RfR with multiple funding sources, Grantee shall identify the funding sources used to pay for an item and include the amount being applied to each funding source. Grantee shall also ensure that the amounts requested for reimbursement from each funding source match the costs on the supporting documentation submitted with the request for reimbursement. Supporting documentation submitted for which Xxxxxxx requests reimbursement from multiple funding sources must be organized by date and clearly labeled. G. Grantee must submit the RfR and the documentation supporting the expenditures and provision of services using the Secure File Transfer Portal (SFTP). H. The following naming convention must be used for the subject line of the email: “ADRC PSA #. PSA Region. Legal Entity Name. Invoice #. Month Year.” For example, an invoice submitted to HHSC for the month of September must be submitted as follows: “PSA#1. Panhandle. ADRC Name. Invoice#1. September 2024.” The invoice must include the following: 1. A unique identification (invoice) number; 2. The word “invoice”; 3. Date of the invoice; 4. Xxxxxxx’s name, address, and contact information; 5. The service dates for when the services were rendered; 6. A description of the services provided; 7. The amount requested for reimbursement; and 8. The PO Number. I. Grantee shall include in the RfR the reimbursement amount requested from HHSC and costs to be matched. Costs on the supporting documentation must be broken out by funding source and to the degree that is sufficient to determine if costs are reasonable, allowable, and necessary for the successful performance of the Project, as indicated in “Allowable and Non- Allowable Costs” in Attachment F, HHS Uniform Terms and Conditions – Grant Version 3.3, of the Grant Agreement and under Title 2 CFR Part 200 and the Texas Grant Management Standards (TxGMS).

INVOICING AND BUDGET REQUIREMENTS. A. Grantee shall invoice HHSC monthly using the HHSC-provided Request for Reimbursement workbook (“RfR”) with supporting documentation, unless otherwise specified in the Grant Agreement. Grantee shall submit RfR provided by HHSC and supporting documentation in accordance with Attachment C, Contract Deliverables, following the month in which the expenditures were incurred, or services were provided. HHSC will not process an invoice that includes expenditures for more than one month. B. Grantee will be reimbursed for expenditures on a cost reimbursement basis for reasonable, allowable, and allocable Grant Project costs. Under the cost reimbursement payment method, Grantee is required to finance operations and will only be reimbursed for actual, allowable, and allocable costs incurred monthly and supported by adequate documentation. Adequate documentation includes (1) a clear description of the expense, (2) a straightforward itemization of the cost(s) and (3) management authorization for the incurred expense. HHSC, at its discretion, may require Grantee to submit additional supporting documentation or information deemed necessary to validate any expenditures submitted for reimbursement. C. Grantee shall submit the following supporting documentation with the RfR template provided by HHSC: 1. General Ledger (GL) with Summary Page, which includes only the funding sources and expenditures for the ADRC program. The GL Summary Page must consist of current and cumulative charges by major cost categories including direct labor, overhead, travel, Equipment, other direct costs, and indirect costs associated with the Project. 2. Payroll documentation for employee funding source validation. 3. For Operational and Equipment costs, Grantee shall provide invoices for operational Equipment with the identified amounts charged to each ADRC grant funding source. 4. For outreach items approved by HHSC, Grantee shall provide all HHSC pre-approvals for outreach items purchased by the ADRC. Attachment A: Scope of Grant Project 5. For travel reimbursement requests, Xxxxxxx shall provide travel reimbursement forms and receipts used to reimburse staff for mileage. All associated travel costs submitted for reimbursement, for the month in which expenditures occurred, must be documented on a Grantee travel template approved and signed by an authorized designee. The travel template consists of: a. A trip record log of the date of travel, purpose of travel, to and from destinations, beginning and ending odometer readings (supported with MapQuest or similar map or travel service), air travel details (supported by invoice for airline ticket and destination details); and b. Lodging and meals log containing invoices for lodging costs, receipts for per diem reimbursement, and receipts for incidentals. D. All copies of invoices and receipts submitted for supporting documentation must include the following: 1. Xxxxxxx’s Name, to include assigned PSA #; 2. Grantee’s Address; 3. Invoice Date; 4. Date of Purchase or Date Services were Rendered; ; 5. Item Description or Services Rendered; 6. Unit Price or Unit Cost/Rate for Services; and 7. Credit Card Bills (only a complete statement with the items highlighted expenditures and funding sources charged will be accepted). E. All supporting documentation must be organized by date and funding source and clearly labeled upon submission. F. When Grantee submits an RfR with multiple funding sources, Grantee shall identify the funding sources used to pay for an item and include the amount being applied to each funding source. Grantee shall also ensure that the amounts requested for reimbursement from each funding source match the costs on the supporting documentation submitted with the request for reimbursement. Supporting documentation submitted for which Xxxxxxx requests reimbursement from multiple funding sources must be organized by date and clearly labeled. G. Grantee must submit the RfR and the documentation supporting the expenditures and provision of services using the Secure File Transfer Portal (SFTP). H. The following naming convention must be used for the subject line of the email: “ADRC PSA #. PSA Region. Legal Entity Name. Invoice #. Month Year.” For example, an invoice submitted to HHSC for the month of September must be submitted as follows: “PSA#1. Panhandle. ADRC Name. Invoice#1. September 2024.” The invoice must include the following: 1. A unique identification (invoice) number; 2. The word “invoice”; 3. Date of the invoice; 4. Xxxxxxx’s name, address, and contact information; 5. The service dates for when the services were rendered; 6. A description of the services provided; 7. The amount requested for reimbursement; and 8. The PO Number. I. Grantee shall include in the RfR the reimbursement amount requested from HHSC and costs to be matched. Costs on the supporting documentation must be broken out by funding source and to the degree that is sufficient to determine if costs are reasonable, allowable, and necessary for the successful performance of the Project, as indicated in “Allowable and Non- Allowable Costs” in Attachment F, HHS Uniform Terms and Conditions – Grant Version 3.3, of the Grant Agreement and under Title 2 CFR Part 200 and the Texas Grant Management Standards (TxGMS).

INVOICING AND BUDGET REQUIREMENTS. A. Grantee shall invoice HHSC monthly using the HHSC-provided Request for Reimbursement workbook (“RfR”) with supporting documentation, unless otherwise specified in the Grant Agreement. Grantee shall submit RfR provided by HHSC and supporting documentation in accordance with Attachment C, Contract Deliverables, following the month in which the expenditures were incurred, or services were provided. HHSC will not process an invoice that includes expenditures for more than one month. B. Grantee will be reimbursed for expenditures on a cost reimbursement basis for reasonable, allowable, and allocable Grant Project costs. Under the cost reimbursement payment method, Grantee is required to finance operations and will only be reimbursed for actual, allowable, and allocable costs incurred monthly and supported by adequate documentation. Adequate documentation includes (1) a clear description of the expense, (2) a straightforward itemization of the cost(s) and (3) management authorization for the incurred expense. HHSC, at its discretion, may require Grantee to submit additional supporting documentation or information deemed necessary to validate any expenditures submitted for reimbursement. C. Grantee shall submit the following supporting documentation with the RfR template provided by HHSC: 1. General Ledger (GL) with Summary Page, which includes only the funding sources and expenditures for the ADRC program. The GL Summary Page must consist of current and cumulative charges by major cost categories including direct labor, overhead, travel, Equipment, other direct costs, and indirect costs associated with the Project. 2. Payroll documentation for employee funding source validation. 3. For Operational and Equipment costs, Grantee shall provide invoices for operational Equipment with the identified amounts charged to each ADRC grant funding source. 4. For outreach items approved by HHSC, Grantee shall provide all HHSC pre-approvals for outreach items purchased by the ADRC. 5. For travel reimbursement requests, Xxxxxxx Grantee shall provide travel reimbursement forms and receipts used to reimburse staff for mileage. All associated travel costs submitted for reimbursement, for the month in which expenditures occurred, must be documented on a Grantee travel template approved and signed by an authorized designee. The travel template consists of: a. A trip record log of the date of travel, purpose of travel, to and from destinations, beginning and ending odometer readings (supported with MapQuest or similar map or travel service), air travel details (supported by invoice for airline ticket and destination details); and b. Lodging and meals log containing invoices for lodging costs, receipts for per diem reimbursement, and receipts for incidentals. D. All copies of invoices and receipts submitted for supporting documentation must include the following: 1. XxxxxxxGrantee’s Name, to include assigned PSA #; 2. Grantee’s Address; 3. Invoice Date; 4. Date of Purchase or Date Services were Rendered; 5. Item Description or Services Rendered; 6. Unit Price or Unit Cost/Rate for Services; and 7. Credit Card Bills (only a complete statement with the items highlighted expenditures and funding sources charged will be accepted). E. All supporting documentation must be organized by date and funding source and clearly labeled upon submission. F. When Grantee submits an RfR with multiple funding sources, Grantee shall identify the funding sources used to pay for an item and include the amount being applied to each funding source. Grantee shall also ensure that the amounts requested for reimbursement from each funding source match the costs on the supporting documentation submitted with the request for reimbursement. Supporting documentation submitted for which Xxxxxxx Grantee requests reimbursement from multiple funding sources must be organized by date and clearly labeled. G. Grantee must submit the RfR and the documentation supporting the expenditures and provision of services using the Secure File Transfer Portal (SFTP). H. The following naming convention must be used for the subject line of the email: “ADRC PSA #. PSA Region. Legal Entity Name. Invoice #. Month Year.” For example, an invoice submitted to HHSC for the month of September must be submitted as follows: “PSA#1. Panhandle. ADRC Name. Invoice#1. September 2024.” The invoice must include the following: 1. A unique identification (invoice) number; 2. The word “invoice”; 3. Date of the invoice; 4. XxxxxxxGrantee’s name, address, and contact information; 5. The service dates for when the services were rendered; 6. A description of the services provided; 7. The amount requested for reimbursement; and 8. The PO Number. I. Grantee shall include in the RfR the reimbursement amount requested from HHSC and costs to be matched. Costs on the supporting documentation must be broken out by funding source and to the degree that is sufficient to determine if costs are reasonable, allowable, and necessary for the successful performance of the Project, as indicated in “Allowable and Non- Allowable Costs” in Attachment F, HHS Uniform Terms and Conditions – Grant Version 3.3, of the Grant Agreement and under Title 2 CFR Part 200 and the Texas Grant Management Standards (TxGMS).