INVOICING AND BUDGET REQUIREMENTS Clause Samples
The "Invoicing and Budget Requirements" clause sets out the rules and procedures for submitting invoices and managing budgetary obligations under an agreement. It typically details the format and timing for invoice submissions, the documentation required to support charges, and any budgetary limits or approval processes that must be followed. By clearly defining these processes, the clause helps ensure accurate billing, prevents overspending, and facilitates smooth financial management between the parties.
INVOICING AND BUDGET REQUIREMENTS. A. Grantee shall invoice HHSC monthly using the HHSC-provided Request for Reimbursement workbook (“RfR”) with supporting documentation, unless otherwise specified in the Grant Agreement. Grantee shall submit RfR provided by HHSC and supporting documentation in accordance with Attachment C, Contract Deliverables, following the month in which the expenditures were incurred, or services were provided. HHSC will not process an invoice that includes expenditures for more than one month.
B. Grantee will be reimbursed for expenditures on a cost reimbursement basis for reasonable, allowable, and allocable Grant Project costs. Under the cost reimbursement payment method, Grantee is required to finance operations and will only be reimbursed for actual, allowable, and allocable costs incurred monthly and supported by adequate documentation. Adequate documentation includes (1) a clear description of the expense, (2) a straightforward itemization of the cost(s) and (3) management authorization for the incurred expense. HHSC, at its discretion, may require Grantee to submit additional supporting documentation or information deemed necessary to validate any expenditures submitted for reimbursement.
C. Grantee shall submit the following supporting documentation with the RfR template provided by HHSC:
1. General Ledger (GL) with Summary Page, which includes only the funding sources and expenditures for the ADRC program. The GL Summary Page must consist of current and cumulative charges by major cost categories including direct labor, overhead, travel, Equipment, other direct costs, and indirect costs associated with the Project.
2. Payroll documentation for employee funding source validation.
3. For Operational and Equipment costs, Grantee shall provide invoices for operational Equipment with the identified amounts charged to each ADRC grant funding source.
4. For outreach items approved by HHSC, Grantee shall provide all HHSC pre-approvals for outreach items purchased by the ADRC.
5. For travel reimbursement requests, ▇▇▇▇▇▇▇ shall provide travel reimbursement forms and receipts used to reimburse staff for mileage. All associated travel costs submitted for reimbursement, for the month in which expenditures occurred, must be documented on a Grantee travel template approved and signed by an authorized designee. The travel template consists of:
a. A trip record log of the date of travel, purpose of travel, to and from destinations, beginning and ending odometer readings (sup...