Required Documentation of Costs. The Proof of Purchase form must contain sufficient information concerning the costs incurred and paid or obligated under a financing agreement. The TCEQ must be able to determine the eligibility of a particular cost based on the provided documentation. Documentation must show that the cost was incurred and paid; that the grant vehicle and equipment have been received and accepted by the Performing Party; and that the vehicle, equipment, and any refueling infrastructure are fully operational.
4.1.3.1 The source documentation for a cost shall: • be legible; • identify the specific piece of equipment received or the services provided; • clearly identify the vendor or subcontractor who provided the equipment or services • confirm the amount listed on the Proof of Purchase form; and • provide proof of payment for all costs paid with advanced GAFF funding.
4.1.3.2 The documentation shall consist of an itemized and dated invoice that shows the amount billed to the PERFORMING PARTY, any “past due” amount from previous invoices, and explanation of services provided.
4.1.3.3 Any contracted services that extend past the Contract Expiration Date will be pro-rated based upon the active period during this Contract’s term.
Required Documentation of Costs. Landlord shall provide City with copies of a final cost reconciliation including (i) all invoices received by Landlord from the Architect and the General Contractor in connection with the preparation of the Construction Plans or the Change Order or performance of the Leasehold Improvement Work, (ii) satisfactory evidence of payment by Landlord of such invoices, and (iii) upon City’s request, such documentation as the Architect or the General Contractor may have provided to Landlord pursuant to its contract for the Leasehold Improvement Work. If the costs set forth in such final reconciliation exceed the amounts paid to Landlord pursuant to Section 6.1(i), City shall reimburse Landlord for such additional cost within thirty (30) days following the final reconciliation. If the costs in the final reconciliation show that the amounts paid by the City under Section 6.1(i) exceed the amounts reimbursable by City for the Leasehold Improvements, then Landlord shall pay such excess amount to the City within thirty (30) days following the final reconciliation. The City and Landlord agree to meet and confer in good faith as and when requested by either party to ensure that City’s payment schedule meets the cash flow requirements of the Leasehold Improvement Work, and to review budgets, invoices and progress payments throughout the construction period.
Required Documentation of Costs. Landlord shall provide City with copies of (i) all invoices received by Landlord from the Architect or the Contractor in connection with the preparation of the Construction Plans or the Change Order or construction of the Leasehold Improvement Work, (ii) satisfactory evidence of payment by Landlord of the Architect’s or Contractor’s invoices, and (iii) upon City’s request, such documentation as the Contractor may have provided to Landlord pursuant to the contract for the Leasehold Improvement Work, including copies of any and all unconditional lien waivers, or if contractors have not been paid, conditional lien waivers, and such additional supporting data substantiating the Architect’s or Contractor’s right to payment as the Architect or Contractor may have delivered under the contract for the Leasehold Improvement Work, such as copies of requisitions from subcontractors and material suppliers.
Required Documentation of Costs. The Proof of Purchase form must contain sufficient information concerning the costs paid by the Performing Party or obligated to it under a financing agreement. The TCEQ must be able to determine the eligibility of a particular cost based on the provided documentation. Documentation must show that costs were paid; that the grant vehicle and equipment have been received and accepted by the Performing Party; and that the vehicle, equipment, and any refueling infrastructure are fully operational.
1.5.1.1. The source documentation for a cost shall:
1.5.1.1.1. be legible;
1.5.1.1.2. identify the specific piece of equipment received or the services provided;
1.5.1.1.3. clearly identify the vendor or subcontractor who provided the equipment or services;
1.5.1.1.4. confirm the amount listed on the Proof of Purchase form; and
1.5.1.1.5. provide proof of payment for all costs paid with advanced GAFF funding.
1.5.1.2. The documentation shall consist of an itemized and dated invoice that shows the amount billed to the Performing Party, any “past due” amount from previous invoices, and explanation of services provided.
1.5.1.3. Any contracted services that extend past the Contract Expiration Date will be pro- rated based upon the active period during this Contract’s term.
1.5.1.4. Documentation for payment may include: • canceled checks showing both front and back or bank confirmation of electronic funds transfers; • written purchase or lease agreements; • bills of sale or receipts for delivery; • for deferred payment purchases, statements of account status showing the account is in good standing and the equipment is in possession of the Performing Party; and • any other documentation requested by the TCEQ. • Canceled checks or bank confirmation of electronic funds transfers represent the preferred type of documentation for the purpose of this section; however, TCEQ, at its discretion may accept other records or documents such as issued purchase orders and/or invoices marked “received/paid,” or other evidence of payment.
