REIMBURSEABLE EXPENSES Clause Samples

REIMBURSEABLE EXPENSES. If the Customer has so specified in the Call Off Order Form, the Supplier shall be entitled to be reimbursed by the Customer for Reimbursable Expenses (in addition to being paid the relevant Call Off Contract Charges under this Call Off Contract), provided that such Reimbursable Expenses are supported by Supporting Documentation. The Customer shall provide a copy of their current expenses policy to the Supplier upon request. The payment terms/profile which are applicable to this Call Off Contract are set out in Annex 2 of this Call Off Schedule 3.

REIMBURSEABLE EXPENSES. A. Reimbursable expenses include expenses incurred by the CMR (including consultants) in the interest of the project, as identified in the following paragraphs. A maximum of three percent (3%) markup may be applied to reimbursable expenses, except for expense of reproduction, postage, and handling of Drawings, Specifications, and other documents, to which no markup may be applied. B. The following expenses incurred by the CMR in performing its responsibilities under the Contract will be reimbursed: 1. Reproduction, incurred by the CMR using the APS authorized reproduction service providers, postage, and handling of Drawings, Specifications, and other documents, as required for formal submission to APS or the County offices. 2. Long distance travel, as authorized by APS. Long distance travel is considered to be travel in excess of the states of Virginia, Maryland and The District Columbia In these circumstances, travel expenses will be reimbursed in accordance with the GSA Per Diem Rates for Arlington County, Virginia. C. Expenses incurred by the CMR which will not be reimbursed include, but are not limited to: 1. Transportation (mileage, parking, bike or car rental) within the states of Virginia, Maryland and the District of Columbia and unauthorized out of Arlington County or long distance travel; communications and Internet connectivity; meals and entertainment. These expenses are to be included in the CMR’s Lump Sum Price, Not to Exceed Price, and Loaded Hourly Rates. D. If the CMR has expenses which they deem to be reimbursable in nature outside the items noted above, the CMR shall bring these items to the attention of APS prior to the final negotiation of the CMR’s fees and also provide justification for consideration to APS for approval on such expenses.

REIMBURSEABLE EXPENSES. The Supplier shall be entitled to be reimbursed by the Customer for Reimbursable Expenses (in addition to being paid the relevant Call Off Contract Charges under this Call Off Contract), provided that such Reimbursable Expenses are supported by Supporting Documentation. The Customer shall provide a copy of their current expenses policy to the Supplier upon request. The payment terms/profile which are applicable to this Call Off Contract are set out in Annex 2 of this Call Off Schedule. The Customer shall pay all sums properly due and payable to the Supplier in cleared funds within thirty (30) days of receipt of a Valid Invoice, submitted to the address specified by the Customer in paragraph 65.5 of this Call Off Schedule and in accordance with the provisions of this Call Off Contract. The Supplier shall ensure that each invoice (whether submitted electronically or in a paper form, as the Customer may specify): contains: all appropriate references, including the unique Order reference number [ ] [Guidance note: specify unique Order Reference Number]; and a detailed breakdown of the Delivered Services, including the Milestone(s) (if any) and Deliverable(s) within this Call Off Contract to which the Delivered Services relate, against the applicable due and payable Call Off Contract Charges; and shows separately: any Service Credits due to the Customer; and the VAT added to the due and payable Call Off Contract Charges in accordance with Clause 22.2.1 of this Call Off Contract (VAT) and the tax point date relating to the rate of VAT shown; and is exclusive of any Management Charge (and the Supplier shall not attempt to increase the Call Off Contract Charges or otherwise recover from the Customer as a surcharge the Management Charge levied on it by the Authority); and it is supported by any other documentation reasonably required by the Customer to substantiate that the invoice is a Valid Invoice. The Supplier shall accept the Government Procurement Card as a means of payment for the Services where such card is agreed with the Customer to be a suitable means of payment. The Supplier shall be solely liable to pay any merchant fee levied for using the Government Procurement Card and shall not be entitled to recover this charge from the Customer. All payments due by one Party to the other shall be made within thirty (30) days of receipt of a valid undisputed invoice unless otherwise specified in this Call Off Contract, in cleared funds, to such bank or building so...

REIMBURSEABLE EXPENSES. In addition to the fees for specific Services, Consultant shall be reimbursed for the actual pre-approved, out-of-pocket expenses directly related to undertaking the Services. Professional licensing fees are pre-approved.

REIMBURSEABLE EXPENSES. If the Contracting Authority has so specified in the Call Off Order Form, the Supplier shall be entitled to be reimbursed by the Contracting Authority for Reimbursable Expenses (in addition to being paid the relevant Call Off Contract Charges under this Call Off Contract), provided that such Reimbursable Expenses are supported by Supporting Documentation. The Contracting Authority shall provide a copy of their current expenses policy to the Supplier upon request. The payment terms/profile which are applicable to this Call Off Contract are set out in Annex 2 of this Call Off Schedule 3.

REIMBURSEABLE EXPENSES. ☐ Contractor travel is not required in the performance of this contract and shall not be reimbursed by City. ☐ Contractor travel is anticipated in the performance of this contract and Contractor is to be reimbursed for such travel expenses. Travel expenses are included in Total Contract Value. If this paragraph is checked, the following applies to this Contract: Under this contract, Contractor travel reimbursement shall be in accordance with the City’s Travel Policy to the extent that: coach air fare shall be used, GSA per diem rates will be used for meal reimbursement, lodging costs shall only be for the room and room taxes, car rental shall be at an economy car rate, unless there are extenuating circumstances (e.g. extensive equipment to transport, multiple passengers), which will need a statement of explanation attached and if a personal vehicle is used, reimbursement will be at the IRS mileage rate. A detailed claim for reimbursement shall be on a form similar to the City’s “Actual Travel Expense Form.” A claim for reimbursement is to be submitted with the Contractor’s invoices. Such reimbursement shall be at cost. Administration or overhead markups for travel and related expenses shall not be considered. ☐ If this paragraph is checked: Under this contract, Contractor is to be reimbursed for the following reimbursable expenses: Such reimbursement shall be at cost. Administration or overhead markups for travel and related expenses shall not be considered.

REIMBURSEABLE EXPENSES. 1. The BOARD agrees to reimburse members of the professional staff for reasonable expenses which may be incurred by such members, only when prior approval is given therefore, in writing, by the BOARD. Approval to attend conferences, workshops, seminars or courses shall not be construed as approval of attendant expenses.

REIMBURSEABLE EXPENSES. The COUNTY shall pay the PROFESSIONAL for Reimbursable Expenses in accordance with the provisions of this Article and identified on EXHIBIT “E”. The term Reimbursable Expenses shall mean the PROFESSIONAL'S and/or the SUBCONSULTANT(S) out-of- pocket costs for items directly charged to any task performed pursuant to this Agreement including, but not limited to, charges for printing services and copying (both in-house or subcontracted), fees, and per diem and travel expenses of the PROFESSIONAL'S employees not to exceed the statutory limits delineated in Chapter 112.061, Florida Statutes. The COUNTY shall only compensate the PROFESSIONAL for Reimbursable Expenses which are directly charged to tasks performed pursuant to this Agreement, which are not included in the PROFESSIONAL'S Overhead Rate and which are consistently charged to all clients. The COUNTY, in its sole discretion, may require the PROFESSIONAL to verify and/or provide supporting documentation which demonstrates that Reimbursable Expenses for which compensation has been sought have been generated or originated from or by a task performed pursuant to this Agreement. If the PROFESSIONAL seeks compensation for CADD, PC'S or Facilities Capital Cost of Money (FCCM) as a Reimbursable Expense, the cost basis for the unit rates used for such items must be fully supported by appropriate documentation. All Reimbursable Expenses shall be charged at the actual cost to the PROFESSIONAL.

REIMBURSEABLE EXPENSES. 3.1 Reimbursable approved Expenses include international air travel to India (business class airfare for partners/directors and economy class for staff to a maximum of 1 team member of the CONSULTANT per trip). In addition, boarding & lodging for visits, transportation to and from the airport and meeting sites will be provided by CLIENT. If the travel is coordinated to service other projects at same time, the cost will be apportioned between clients being serviced. 3.2 Charges such as photographic expenses, long distance communication, faxsimile, printing charges, postage, courier, shipping, reproduction cost to be included in the fee and not be considered as reimbursable expenses. 3.3 Smokes, Alcoholic Beverages and liquor consumption as well as other services such as beauty salon, health club, laundry and other personal items will be at the CONSULTANT’s own expenses and shall be paid directly to the hotel concerned at the published tariff rate. Personal STD, ISD calls made from the lodging facilities will also be at the CONSULTANT’s cost. 3.4 Cost of model or 3D images for marketing brochures. if developed on request of the CLIENT shall be reimbursed extra at actuals. 3.5 CONSULTANT shall co-ordinate with the CLIENT appointed model maker if required through to the completion of Design Development Phase at no extra cost to the CLIENT. 3.6 Both the CLIENT and the CONSULTANT shall make their best efforts to control the total reimbursable expenses for this project within the targeted amount of not more than 5% of the fee. This 5% cap includes airfares, lodging and in-country transportation. 3.7 All reimbursable items are subject to the prior approval of the CLIENT. 3.8 All expenses to be submitted within 15 working days from the date of the expense. There shall be not levy of any additional charges such as “Administrative Charges”, etc.