Common use of Conditions for Reimbursement Clause in Contracts

Conditions for Reimbursement. A. Payments by the Regional Subrecipient shall be contingent upon the proper execution of this Sub-Grant Agreement by the parties, as well as the Regional Subrecipient’s receipt of program, financial and data reports as defined in Appendix A (Work Statement). B. The Program Subrecipient agrees that all funds that may be received as a result of this Sub-Grant Agreement are for the purposes set forth herein and that the Sub- Grant Agreement may be cancelled, in whole or in part, by the Regional Subrecipient in the event the funds are not so utilized. If the Regional Subrecipient determines that the Program Subrecipient has spent funds not in accordance with this Sub-Grant Agreement, or any state or federal law or regulation, the Regional Subrecipient will notify the Program Subrecipient of the disallowed expenditure and offset it against any monies payable to the Program Subrecipient or otherwise proceed to collect such disallowed expenditure. C. Third-party reimbursement collected during the term of this Sub-Grant Agreement as the result of provision of services under this Sub-Grant Agreement shall be applied against the approved costs or charges to this Sub-Grant Agreement of such services rendered during that same period in order to reduce the amount of reimbursement due from the Regional Subrecipient. Examples of third-party reimbursements include, but are not limited to, medical assistance reimbursements, insurance reimbursements, training fees, and food stamp redemptions. D. All Program Subrecipients are required to submit monthly invoices to the Regional Subrecipient’s office by the 5th of the month following the last day of the month in which services are rendered. If the 5th of the month falls on a weekend, then the invoice is due on the Monday following the weekend. Quarterly billing is not acceptable. Customized invoice form(s) to be used by the Program Subrecipient to submit reimbursement for services rendered will be provided to Program Subrecipient on or before July 15 of each fiscal year. E. A legible faxed copy or email of the invoice and supporting documentation is allowed by the 5th of the month provided that the original invoice and photocopies of supporting documentation are mailed that day. Payment of the invoice will be withheld until the original invoice is received. F. In order to be reimbursed for the last month’s invoices, the Program Subrecipient must have submitted all required quarterly reports with the final invoice(s) by July 5, 2021, for fiscal year 2020-2021 and by July 5, 2020, for fiscal year 2021-2022. G. Conditions for reimbursement may be subject to change by the Regional Subrecipient or the Department as required to better facilitate the cash management objectives of the Commonwealth. Further, the Regional Subrecipient may, at its sole discretion, disallow reimbursement under this Sub- Grant Agreement for invoices not submitted in compliance with the time requirements in Paragraphs D, E and F above or for services required under this Sub-Grant that have not been performed or delivered in a manner acceptable to the Regional Subrecipient.

Conditions for Reimbursement. A. Payments by the Regional Subrecipient shall be contingent upon the proper execution of this Sub-Grant Agreement by the parties, as well as the Regional Subrecipient’s receipt of program, financial and data reports as defined in Appendix A (Work Statement). B. The Program Subrecipient agrees that all funds that may be received as a result of this Sub-Grant Agreement are for the purposes set forth herein and that the Sub- Grant Agreement may be cancelled, in whole or in part, by the Regional Subrecipient in the event the funds are not so utilized. If the Regional Subrecipient determines that the Program Subrecipient has spent funds not in accordance with this Sub-Grant Agreement, or any state or federal law or regulation, the Regional Subrecipient will notify the Program Subrecipient of the disallowed expenditure and offset it against any monies payable to the Program Subrecipient or otherwise proceed to collect such disallowed expenditure. C. Third-party reimbursement collected during the term of this Sub-Grant Agreement as the result of provision of services under this Sub-Grant Agreement shall be applied against the approved costs or charges to this Sub-Grant Agreement of such services rendered during that same period in order to reduce the amount of reimbursement due from the Regional Subrecipient. Examples of third-party reimbursements include, but are not limited to, medical assistance reimbursements, insurance reimbursements, training fees, and food stamp redemptions. D. All Program Subrecipients are required to submit monthly invoices to the Regional Subrecipient’s office by the 5th of the month following the last day of the month in which services are rendered. If the 5th of the month falls on a weekend, then the invoice is due on the Monday following the weekend. Quarterly billing is not acceptable. Customized invoice form(s) to be used by the Program Subrecipient to submit reimbursement for services rendered will be provided to Program Subrecipient on or before July 15 of each fiscal year. E. A legible faxed copy or email of the invoice and supporting documentation is allowed by the 5th of the month provided that the original invoice and photocopies of supporting documentation are mailed that day. Payment of the invoice will be withheld until the original invoice is received. F. In order to be reimbursed for the last month’s invoices, the Program Subrecipient must have submitted all required quarterly reports and data disks with the final invoice(s) by July 5, 20212019, for fiscal year 20202018-2021 2019 and by July 56, 2020, for fiscal year 20212019-20222020. G. Conditions for reimbursement may be subject to change by the Regional Subrecipient or the Department as required to better facilitate the cash management objectives of the Commonwealth. Further, the Regional Subrecipient may, at its sole discretion, disallow reimbursement under this Sub- Grant Agreement for invoices not submitted in compliance with the time requirements in Paragraphs D, E and F above or for services required under this Sub-Grant that have not been performed or delivered in a manner acceptable to the Regional Subrecipient.

Conditions for Reimbursement. A. Payments by the Regional Subrecipient shall be contingent upon the proper execution of this Sub-Grant Subgrant Agreement by the parties, as well as the Regional Subrecipient’s receipt of program, financial and data reports as defined in Appendix A (Work Statement). B. The Program Subrecipient agrees that all funds that may be received as a result of this Sub-Grant Subgrant Agreement are for the purposes set forth herein and that the Sub- Grant Subgrant Agreement may be cancelled, in whole or in part, by the Regional Subrecipient in the event the funds are not so utilized. If the Regional Subrecipient determines that the Program Subrecipient has spent funds not in accordance with this Sub-Grant Subgrant Agreement, or any state or federal law or regulation, the Regional Subrecipient will notify the Program Subrecipient of the disallowed expenditure and offset it against any monies payable to the Program Subrecipient or otherwise proceed to collect such disallowed expenditure. C. Third-party reimbursement collected during the term of this Sub-Grant Subgrant Agreement as the result of provision of services under this Sub-Grant Subgrant Agreement shall be applied against the approved costs or charges to this Sub-Grant Subgrant Agreement of such services rendered during that same period in order to reduce the amount of reimbursement due from the Regional Subrecipient. Examples of third-party reimbursements include, but are not limited to, medical assistance reimbursements, insurance reimbursements, training fees, and food stamp redemptions. D. All Program Subrecipients are required to submit monthly invoices to the Regional Subrecipient’s office by the 5th of the month following the last day of the month in which services are rendered. If the 5th of the month falls on a weekend, then the invoice is due on the Monday following the weekend. Quarterly billing is not acceptable. Customized invoice form(s) to be used by the Program Subrecipient to submit reimbursement for services rendered will be provided to Program Subrecipient on or before July 15 of each fiscal year. . E. A legible faxed emailed fully signed copy or email of the invoice and supporting documentation is allowed by the 5th of the month provided that month. The invoice must be signed by the original person who prepares the invoice and photocopies the Executive Director/Administrator (or other staff person authorized to sign the certification statement). Handwritten or digital DocuSign signatures are acceptable. Signatures typed in a script font or inserted as an image are not acceptable. If it is not possible to obtain the signatures of supporting documentation are mailed that daythe persons authorized to sign due to their unavailability on the date the invoice is due to AIDSNET, the invoice should be submitted without signatures and a handwritten or digital DocuSign signed invoice emailed within 3 business days. Payment of the invoice invoices will be withheld until the original fully signed invoice is received. F. In order to be reimbursed for the last month’s invoices, the Program Subrecipient must have submitted all required quarterly reports with the final invoice(s) by July 5, 2021, for fiscal year 2020-2021 and by July 5, 2020, for fiscal year 2021-2022. G. Conditions for reimbursement may be subject to change by the Regional Subrecipient or the Department as required to better facilitate the cash management objectives of the Commonwealth. Further, the Regional Subrecipient may, at its sole discretion, disallow reimbursement under this Sub- Grant Agreement for invoices not submitted in compliance with the time requirements in Paragraphs D, E and F above or for services required under this Sub-Grant that have not been performed or delivered in a manner acceptable to the Regional Subrecipient.