Substantiation of Costs. Contractor shall support its Applications for Progress Payment with relevant documentary evidence for cost verification purposes as Owner and Owner’s Lenders may reasonably require. This obligation shall include providing Owner with such supporting documentation as necessary to enable Owner to verify Costs of the Work submitted pursuant to Section 3.2 of this Agreement, including any Costs of the Work attributable to Change Orders or Construction Change Directives. To the extent requested by Owner, this shall include providing audit access to Contractor’s books and records to the extent described in Article 19 of this Agreement. All blanks and columns in the Application for Progress Payment must be completed. Except with Owner’s prior written consent pursuant to Sections 5.11 and 5.13 of this Agreement, Contractor shall not make advance payments to suppliers and shall not be entitled to reimbursement for the cost of any equipment or materials which have not been delivered and incorporated into the Project or stored at the Site.
Substantiation of Costs. All personnel salary costs must be properly tracked or allocated to the agreement in accordance with the Office of Management and Budget requirements and federal cost principles. Please be sure that personnel costs can be traced back to original documents detailing the account to which personnel hours are billed. In addition, all invoiced personnel costs must match the scope of work. If the county plans to seek reimbursement for vehicle mileage, the documentation for mileage reimbursement must be tracked separately from all other programs and documentation must be available to support the reimbursement. In addition, all invoiced vehicle costs must match the scope of work. On a related note, mileage rates used on invoices must be the same as contained in the work plan. The CDFA will send an email that will notify counties of new rates if the federal mileage rate changes during the term of the agreement. All other expenses (travel, supplies, telecommunications, etc.) for which the county will seek reimbursement under the agreement must be directly related to the cost of administering and conducting the program. Documentation must be available to support the reimbursement. In addition, all invoiced expenses must match the scope of work. Use the following citation for uniform administrative requirements, cost principles, and audit requirements applicable to your agency/organization. State, Local, and Indian Tribal Governments: 2 CFR 200 (xxxx://xxx.xxxx.xxx/cgi-bin/text- idx?SID=c1a895352495b577c5908c4ef49bf296&mc=true&tpl=/ecfrbrowse/Title 02/2cfr200_main_02.tpl)
Substantiation of Costs. Contractor shall support its Applications for Progress Payment with relevant documentary evidence for cost verification purposes as Owner and Owner’s Lenders may reasonably require. This obligation shall include providing Owner with such supporting documentation as necessary to enable Owner to verify Costs of the Work submitted pursuant to Section 3.2 of this Agreement, including any Costs of the Work attributable to Change Orders or Construction Change Directives. To the extent requested by Owner, this shall include providing audit access to Contractor’s books and records to the extent described in Article 19 of this Agreement. All blanks and columns in the Application for Progress Payment must be completed. With respect to all costs associated with deposits, advance payments or materials stored off-Site, Contractor must comply with the provisions of Sections 5.11 and 5.13 of this Agreement.
Substantiation of Costs. Provide full information required for evaluation.
1. Provide the following data:
a. Overhead and profit.
b. Justification for any change in Contract Time.
c. Credit for deletions from Contract, similarly documented.
2. Support each claim for additional costs with additional information:
a. Origin and date of claim.
b. Dates and times work was performed, and by whom.
c. Invoices and receipts for products, equipment, and subcontracts, similarly documented.
3. For Time and Material work, submit itemized account and supporting data after completion of change, within time limits indicated in the Conditions of the Contract.
Substantiation of Costs. The Contractor shall submit a summary by trip of actual costs incurred for authorized travel in accordance with the clause entitled "Certificate of Performance." In no event will reimbursement exceed the published rates of common carriers unless justified and approved in advance by the Contracting Officer.
