Common use of Requests for Reimbursement Clause in Contracts

Requests for Reimbursement. A. Requests for Reimbursement must conform to either subpart 1 or subpart 2 hereinbelow for the entire State fiscal year: 1. MPO shall prepare and electronically submit to STATE, not more frequently than once a month, but at least quarterly, one signed Request for Reimbursement of actual allowable costs incurred and paid (expended) by MPO consistent with work elements described in the OWP (conforming to the format provided in APPENDIX B) and including the information required in part B of this section. The amount billed per each work element is not to exceed the total amount authorized for that work element in the OWP. Each Request for Reimbursement must demonstrate the expenditure of at least the minimum required rate of local match, if applicable. Reimbursements under this MFTA will be allowed if based upon actual costs expended and supported by MPO’s accounting system. MPO must not only have incurred the allowable project cost on or after the effective date of the annual OWPA and on or before its termination date, but must also have paid those expenses. 2. MPO shall prepare and electronically submit to STATE, not more frequently than once a month, but at least quarterly, one signed Request for Reimbursement of actual allowable costs incurred by MPO consistent with work elements described in the OWP (conforming to the format provided in APPENDIX B) and including the information required in part B of this section. The amount billed per each work element is not to exceed the total amount authorized for that work element in the OWP. Each Request for Reimbursement must demonstrate the expenditure of at least the minimum required rate of local funds, if applicable. Reimbursements under this MFTA will be allowed if based upon actual costs incurred and supported by MPO’s accounting system. Allowable incurred costs that are eligible for reimbursement by STATE are only those that are treated by MPO’s accounting system in accordance with Generally Accepted Accounting Principles as accrued due to such costs having been billed to MPO and recognized by MPO as valid, undisputed, due and payable. By submitting accrued but unpaid costs for reimbursement, MPO agrees that within ten (10) working days of receipt of STATE’s reimbursement, the full amount of all cost items submitted as reimbursable accrued costs shall be paid to each billing entity. Any reimbursed accrued cost not paid within this ten (10) working day grace period shall accrue interest payable to STATE at the then present interest rate established by the State Treasurer’s Pooled Money Investment Account. Interest accrued must be timely remitted to STATE. Reimbursed accrued costs not paid to the billing entities by MPO within forty-five (45) days of MPO’s receipt of STATE’s reimbursement will thereafter be deemed unallowable. All unallowable costs must be immediately remitted to STATE. If MPO is found, through audit or other means, not to have paid a billing entity its invoiced sums then owed within the (10) working day grace period, MPO must immediately revert to the reimbursement process described in subpart 1 above. B. In order to receive reimbursements, MPO agrees to furnish with each billing, at a minimum, the information provided for in APPENDIX B2, and information from its accounting system which denotes that reimbursable costs, as well as those used for local match, were either expended or incurred, as applicable. C. STATE agrees to make reimbursements to MPO, in conformance with Federal regulations, as promptly as STATE fiscal procedures will permit upon the receipt of a signed and electronically submitted Request for Reimbursement (conforming to the format provided in APPENDIX B) that includes all required information, as applicable, (provided in example APPENDIX B2) of actual allowable costs incurred for the period of time covered by that Request for Reimbursement. Incomplete or inaccurate requests for reimbursement shall be returned to MPO unapproved for correction as soon as errors are discovered. D. No State and/or Federal funds administered under this MFTA will be dispersed on the advance basis defined in 49 CFR Part 18.21.

Requests for Reimbursement. A. Requests for Reimbursement must conform to either subpart 1 or subpart 2 hereinbelow for the entire State fiscal year: 1. MPO RTPA shall prepare and electronically submit to STATE, not more frequently than once a month, but at least quarterly, one signed Request for Reimbursement of actual allowable costs incurred and paid (expended) by MPO RTPA consistent with work elements described in the OWP (conforming to the format provided in APPENDIX B) and including the information required in part B of this section. The amount billed per each work element is not to exceed the total amount authorized for that work element in the OWP. Each Request for Reimbursement expenditure by work element must demonstrate the expenditure of at least meet the minimum required rate of or contracted local match, if applicable, on every Request for Reimbursement. Reimbursements under this MFTA will be allowed if based upon actual costs expended and supported by MPO’s RTPA's accounting system. MPO RTPA must not only have incurred the allowable project cost on or after the effective date of the annual OWPA and on or before its termination date, date but must also have paid those expenses. 2. MPO RTPA shall prepare and electronically submit to STATE, not more frequently than once a month, but at least quarterly, one signed Request for Reimbursement of actual allowable costs incurred by MPO RTPA. This submission must be consistent with work elements described in the OWP (conforming to the format provided in APPENDIX B) and including include the information required in part B of this section. The amount billed per each work element is not to exceed the total amount authorized for that work element in the OWP. Each Request for Reimbursement expenditure by work element must demonstrate the expenditure of at least meet the minimum required rate of or contracted local fundsmatch, if applicable, on every Request for Reimbursement. Reimbursements under this MFTA will be allowed if based upon actual costs incurred and supported by MPO’s the RTPA accounting system. Allowable incurred costs that are eligible for reimbursement by STATE are only those that are treated by MPO’s The RTPA accounting system in accordance with must adhere to Generally Accepted Accounting Principles as accrued Principles. This adherence enables the determination of allowable incurred costs by accruing due to such the costs having been billed to MPO the RTPA and recognized by MPO the RTPA as valid, undisputed, due due, and payable. 3. By submitting accrued but unpaid costs for reimbursement, MPO RTPA agrees that within ten (10) working days of receipt of STATE’s 's reimbursement, the full amount of all cost items submitted as reimbursable accrued costs shall be paid to each billing entity. Any reimbursed accrued cost not paid within this ten (10) working day grace period shall accrue interest payable to STATE at the then present interest rate established by the State Treasurer’s 's Pooled Money Investment Account. Interest accrued incurred must be timely remitted to STATE. Reimbursed accrued incurred costs not paid to the billing entities by MPO RTPA within forty-five (45) days of MPO’s RTPA's receipt of STATE’s 's reimbursement will thereafter be deemed unallowable. All unallowable costs must be immediately remitted to STATE. RTPA agrees to submit a revised Disadvantage Business Enterprises Utilization Report (ADM 3069) as soon as reimbursement occurs. If MPO RTPA is found, through audit or other means, not to have paid a billing entity its invoiced sums then owed within the ten (10) working day grace period, MPO RTPA must immediately revert to the reimbursement process described in subpart 1 above. B. In order to receive reimbursements, MPO RTPA agrees to furnish with each billing, at a minimum, the information provided for in APPENDIX B2B3, and information a detailed financial management system report from its the RTPA accounting system which denotes that those reimbursable costs, as well as those used for local match, were either expended or incurred, as applicable. C. STATE agrees to make reimbursements to MPORTPA, in conformance with State and Federal regulations, as promptly as STATE fiscal procedures will permit upon the receipt of a signed and electronically submitted Request for Reimbursement (conforming to the format provided in APPENDIX B) that includes all required information, as applicable, (provided conforming to the format in example APPENDIX B2section B) of actual allowable costs incurred for the period of time covered by that Request for Reimbursement. Incomplete or inaccurate requests for reimbursement shall be returned to MPO RTPA unapproved for correction as soon as errors are discovered. D. No State and/or Federal funds administered under this MFTA will be dispersed on the advance basis defined in 49 2 CFR Part 18.21200.305.

Requests for Reimbursement. A. The RDABBR will submit all requests for payment and reimbursement, and all documentation requested by the City-Parish to support such request, due to it or any Grant Recipient on a monthly basis. a. Requests for Reimbursement must conform reimbursement are to either subpart 1 or subpart 2 hereinbelow for be submitted on the entire State fiscal year: 1. MPO shall prepare and electronically submit to STATE, not more frequently than once a month, but at least quarterly, one signed Request for Reimbursement of actual allowable costs incurred and paid (expended) by MPO consistent with work elements described form in the OWP (conforming to the format provided in APPENDIX B) and including the information required in part B of this sectionAttachment IV. The amount billed per each work element is not to exceed the total amount authorized for that work element form must be completed in the OWP. Each Request for Reimbursement must demonstrate the expenditure of at least the minimum required rate of local match, if applicable. Reimbursements under this MFTA will be allowed if based upon actual costs expended and supported by MPO’s accounting system. MPO must not only have incurred the allowable project cost on or after the effective date of the annual OWPA and on or before its termination date, but must also have paid those expensesentirety including budgetary amounts. 2. MPO shall prepare and electronically submit to STATE, not more frequently than once a month, but at least quarterly, one signed Request b. For each Grant Recipient for Reimbursement of actual allowable costs incurred by MPO consistent with work elements described in the OWP (conforming to the format provided in APPENDIX B) and including the information required in part B of this section. The amount billed per each work element which RDABBR is not to exceed the total amount authorized for that work element in the OWP. Each Request for Reimbursement must demonstrate the expenditure of at least the minimum required rate of local administering grant funds, if applicable. Reimbursements under this MFTA will be allowed if based upon actual costs incurred the RDABBR shall collect all applicable paycheck stubs, time and supported by MPO’s accounting system. Allowable incurred costs that are eligible for reimbursement by STATE are only those that are treated by MPO’s accounting system in accordance with Generally Accepted Accounting Principles as accrued due to such costs having been billed to MPO and recognized by MPO as validattendance records, undisputedbank statements, due and payable. By submitting accrued but unpaid costs for reimbursement, MPO agrees that within ten (10) working days of receipt of STATE’s reimbursement, the full amount of all cost items submitted as reimbursable accrued costs shall be paid to each billing entity. Any reimbursed accrued cost not paid within this ten (10) working day grace period shall accrue interest payable to STATE at the then present interest rate established by the State Treasurer’s Pooled Money Investment Account. Interest accrued must be timely remitted to STATE. Reimbursed accrued costs not paid to the billing entities by MPO within forty-five (45) days of MPO’s receipt of STATE’s reimbursement will thereafter be deemed unallowable. All unallowable costs must be immediately remitted to STATE. If MPO is found, through audit or other means, not to have paid a billing entity its invoiced sums then owed within the (10) working day grace period, MPO must immediately revert to the reimbursement process described in subpart 1 above. B. In order to receive reimbursements, MPO agrees to furnish with each billing, at a minimum, the information provided for in APPENDIX B2, and information from its accounting system which denotes that reimbursable costs, and/or cancelled checks as well as those used for local matchas, were either expended or incurred, as applicable. C. STATE agrees to make reimbursements to MPO, documentation of employee wages included in conformance with Federal regulations, as promptly as STATE fiscal procedures will permit upon the receipt of a signed and electronically submitted Request for Reimbursement (conforming to the format provided in APPENDIX B) that includes all required information, as applicable, (provided in example APPENDIX B2) of actual allowable costs incurred for the period of time covered by that Request for Reimbursement. Incomplete or inaccurate requests for reimbursement and any other documentation requested by the City-Parish as may be need to verify detail in the request for reimbursement or adhere to Federal or State laws and/or regulations. c. The RDABBR shall review and approve all information submitted by each Grant Recipient, making a determination as to the amount of grant funds the subrecipient is due. d. The RDABBR shall submit a payment request as needed, stating the source and amount of funding due to Grant Recipients allocated by program. No funds shall be returned disbursed unless and until satisfactory evidence has been presented to MPO unapproved for correction as soon as errors are discoveredthe City-Parish that all requirements of the Program have been met and that all costs have been incurred pursuant to this Agreement. D. No State and/or Federal funds administered e. Each month, the RDABBR shall submit one payment request, stating the source and amount of funding due to it under this MFTA Agreement, allocated by program for administrative and program delivery costs. No funds shall be disbursed to the RDABBR unless and until satisfactory evidence has been presented to the City-Parish that all requirements of the Program have been met and that all costs have been incurred pursuant to this Agreement and the approved budget. RDABBR’s Administrative and Program Delivery expenses shall be supported by employee time sheets reflecting time spent on each program, payroll journals and vendor invoices. f. All requests for reimbursement are required to be submitted via electronic delivery to the City-Parish. g. All requests for reimbursement which are received by the City-Parish will be dispersed on reviewed and processed within a one-month time period. If there is missing documentation, the advance basis defined in 49 CFR Part 18.21RDABBR will be notified with regard to what information is needed. The RDABBR will keep and maintain all backup documentation related to each Grant Recipient regardless of whether the City-Parish requests such documentation for each payment request. The City-Parish will periodically monitor such files.