Common use of Payments and Advances Clause in Contracts

Payments and Advances. 2.1 Grantee must submit requests for reimbursement on a state of Texas Purchase Voucher or any other form designated by HHSC. 2.2 Grantee must be on Direct Deposit status unless prior approval is obtained from HHSC and a waiver is on file. 2.3 Payments made for approved claims or notice of denial of claims submitted in accordance budgetary amounts set forth within Attachment D of this Contract, will be mailed not later than 30 calendar days after receipt of monthly vouchers. 2.4 Payment is considered made on the date postmarked or the date funds are transferred electronically. 2.5 HHSC is the payor of last resort for budgeted early intervention services in accordance with 34 CFR §303.510. As such, Grantee must utilize other funding for which consumers are eligible before billing HHSC for services provided. 2.6 Grantee will disburse program income and other third party revenue, rebates, refunds, contract settlements, audit recoveries and interest earned on such funds before requesting additional cash payments from HHSC. 2.7 Locally collected federal, state, local, and private funds are the total funds and in-kind contributions available to support Grantee’s ECI program from sources other than the ECI contract. Funding from this contract will be used to supplement the level of locally collected federal, state, local, and private funds expended by Grantee for early intervention services and will not be used to supplant locally collected federal, state, local, and private funds received by Grantee from other sources. This provision requires Grantee to budget and expend at least the same amount of locally collected federal, state, local, and private funds in the current fiscal year for early intervention services covered under this contract as was expended in the previous fiscal year, excluding program income and other third party revenue collections, in-kind contributions and unsolicited cash contributions, unless exceptional circumstances are approved. Allowances may be made for decreases in the number of children who are eligible to receive early intervention services and unusually large amounts of funds expended for such long-term purposes as the acquisition of equipment and the construction of facilities. 2.8 HHSC will determine whether costs submitted by Grantee are allowable and reimbursable. 2.9 If HHSC has paid funds to Grantee for unallowable or ineligible costs, Grantee will return the funds to HHSC within 30 calendar days of identification of the unallowable or ineligible costs unless another deadline is specified by HHSC. 2.10 HHSC may take repayment from funds available under any contract, active or expired, in amounts necessary to fulfill Grantee repayment obligations. 2.11 Grantee may not replace cash sources of revenue with non-cash or in-kind sources. 2.12 Grantee may request a cash advance in accordance with the requirements below: 2.12.1 Grantee may submit a Request for Advance Payment for this Contract to meet immediate need for cash disbursement. 2.12.2 The Request for Advance Payment and a state of Texas Purchase Voucher for the advance request amount must be submitted at the beginning of the contract term or at a later time in the contract term if circumstances so warrant. HHSC will evaluate and approve or disapprove the advance request in writing. 2.12.3 The amount of the advance will be determined by the amount and term of this Contract. For this Contract, the amount of the advance will not exceed an amount equal to the amount of this Contract divided by the number of months remaining for this Contract. 2.12.4 Advance funds must be expended within three business days of receipt and after the final monthly billing Grantee will not have advance funds on hand. 2.12.5 Grantee will add interest earned on advanced funds to supplement the funds already committed to the project by both HHSC and Grantee. 2.13 Grantee may request mileage reimbursement limited to one of the following situations: 2.13.1 Mileage to the first temporary duty location, if farther than the distance from the employee's residence to the employee's primary duty location, should be reduced by the distance from the residence to the primary duty location. 2.13.2 Mileage to the first temporary duty location, if the distance is less than the distance from the employee's residence to the employee's primary duty location, would not be reimbursed.