Common use of Submittal of Reimbursement Requests Clause in Contracts

Submittal of Reimbursement Requests. The Grantee shall not submit reimbursement requests (FSRs and invoices) any sooner than fifteen (15) days following the submission to the TCEQ of a deliverable in order to allow TCEQ staff a reasonable period to review the deliverable prior to receiving the reimbursement request. An FSR must be submitted for each month regardless of whether costs were incurred. The Grantee must submit invoices at the end of each month in which costs are incurred, except that the final invoice shall be submitted as specified below. Invoices shall be e-mailed to the TCEQ Project Manager at ▇▇▇▇▇▇@▇▇▇▇.▇▇▇▇▇.▇▇▇. Invoices shall be in PDF format and in U. S. dollars and cents. If Proposals for Grant Activities are authorized in the Contract, each Proposal for Grant Activities must be invoiced separately. In order for TCEQ to determine eligibility of costs, the Grantee must submit the following to the TCEQ as part of its complete and legible invoice: Reimbursement requests using Financial Status Report and Supplemental Financial Status Report Forms 269a in paper copies and in an electronic database format, provided by TCEQ, that detail all costs of conducting the Grant Activities incurred during the invoicing period. For FSRs requesting reimbursement of costs (as opposed to documenting use of advance payment), fill in the spaces regarding Advanced Funds with N/A. TCEQ will perform desk reviews of the FSRs after they are filed. TCEQ may pay an invoice prior to performing the desk review. If TCEQ determines that the FSR contained unallowable costs or insufficient documentation, the Grantee will refund the applicable amounts to TCEQ; Percentage of budget spent to date, and percentage of budget projected to be spent during the Contract; Progress report on a TCEQ template. The TCEQ reserves the right to alter the reporting frequency of the progress reports as necessary to track the Grantee’s progress toward accomplishing the tasks of the Contract or a specific PGA. The progress report shall document, in technical detail and by task, the accomplishments, expenditures, and milestones achieved during the reporting period. The Grantee shall include an estimate of the percent completion for each task or project. The report shall also document what problems were identified, if any, and the resolution. Within sixty (60) days of the end of this Contract, the Grantee must submit its final invoice that includes all of the information set forth above for monthly invoices and the information listed below. Submission shall be in electronic format, on DVD-ROM or CD-ROM. Directory structure for the contents of the CD shall be by Task and Title: e.g., Task 1. Conceptual Model, Task 2. Ambient Monitoring, Task 3. Emissions Inventories. The following also must be submitted with the final invoice: Copies of all previously un-submitted reports, including financial, performance, and other reports, required by this Contract; Final Reconciliation of Budget and Expenditures; PGA Summary Report summarizing the Grantee’s accomplishments with respect to the approved PGAs and containing an outline of PGA tasks and projects that identifies the title of all deliverables completed in the course of the Grant Contract. The Grantee must request the Final PGA Summary Report template from the TCEQ Grant Manager; A current single audit report. A detailed explanation of how any advance payments were utilized. Within ninety (90) days of receipt of the final invoice and information set forth above, the TCEQ will make adjustments to the allowable and eligible costs based on the terms of the Grant Contract Documents. The TCEQ will make reimbursement to the Grantee for allowable reimbursable costs. Closeout of the Grant Contract does not affect: The TCEQ’s right to disallow costs and recover funds on the basis of a later audit or other review; The Grantee’s obligation to return any funds due as a result of later refunds, corrections, or other transactions; Records retention; Property management requirements; Audit requirements; and Any other continuing obligations under the Grant Contract. At any time during the Grant Contract, upon request of the TCEQ, the Grantee will provide any additional documentation necessary to support the allowability and eligibility of the costs. The TCEQ may reject requests for reimbursement pending receipt of the requested documentation. The Grantee must immediately refund to the TCEQ any funds that are in excess of allowable costs. In no case may Grantee take longer than thirty (30) days to refund TCEQ. Any funds paid to a Grantee in excess of the amount to which the Grantee is finally determined to be entitled under the terms of the award constitute a debt to the TCEQ. Conditional Payments. Reimbursements are conditioned on the Grant Activities being performed in compliance with the Contract. Grantee shall return payment to TCEQ for either overpayment or activities undertaken that are not compliant with the Grant Activities. This does not limit or waive any other TCEQ remedy.

Submittal of Reimbursement Requests. 4.2.1. The Grantee shall not submit reimbursement requests (FSRs and invoices) any sooner than fifteen (15) days following the submission to the TCEQ of a deliverable in order to allow TCEQ staff a reasonable period to review the deliverable prior to receiving the reimbursement request. 4.2.2. An FSR must be submitted for each month regardless of whether costs were incurred. 4.2.3. The Grantee must submit invoices at the end of each month in which costs are incurred, except that the final invoice shall be submitted as specified below. Invoices shall be e-mailed to the TCEQ Project Manager at ▇▇▇▇▇▇@▇▇▇▇.▇▇▇▇▇.▇▇▇. Invoices shall be in PDF format and in U. S. dollars and cents. If Proposals for Grant Activities are authorized in the Contract, each Proposal for Grant Activities must be invoiced separately. In order for TCEQ to determine eligibility of costs, the Grantee must submit the following to the TCEQ as part of its complete and legible invoice: : 4.2.3.1 Reimbursement requests using Financial Status Report and Supplemental Financial Status Report Forms 269a in paper copies and in an electronic database format, provided by TCEQ, that detail all costs of conducting the Grant Activities incurred during the invoicing period. For FSRs requesting reimbursement of costs (as opposed to documenting use of advance payment), fill in the spaces regarding Advanced Funds with N/A. TCEQ will perform desk reviews of the FSRs after they are filed. TCEQ may pay an invoice prior to performing the desk review. If TCEQ determines that the FSR contained unallowable costs or insufficient documentation, the Grantee will refund the applicable amounts to TCEQ; ; 4.2.3.2 Percentage of budget spent to date, and percentage of budget projected to be spent during the Contract; ; 4.2.3.3 Progress report on a TCEQ template. The TCEQ reserves the right to alter the reporting frequency of the progress reports as necessary to track the Grantee’s progress toward accomplishing the tasks of the Contract or a specific PGA. The progress report shall document, in technical detail and by task, the accomplishments, expenditures, and milestones achieved during the reporting period. The Grantee shall include an estimate of the percent completion for each task or project. The report shall also document what problems were identified, if any, and the resolution. 4.2.4. Within sixty (60) days of the end of this Contract, the Grantee must submit its final invoice that includes all of the information set forth above for monthly invoices and the information listed below. Submission shall be in electronic format, on DVD-ROM or CD-ROM. Directory structure for the contents of the CD shall be by Task and Title: e.g., Task 1. Conceptual Model, Task 2. Ambient Monitoring, Task 3. Emissions Inventories. The following also must be submitted with the final invoice: : 4.2.4.1 Copies of all previously un-submitted reports, including financial, performance, and other reports, required by this Contract; ; 4.2.4.2 Final Reconciliation of Budget and Expenditures; ; 4.2.4.3 PGA Summary Report summarizing the Grantee’s accomplishments with respect to the approved PGAs and containing an outline of PGA tasks and projects that identifies the title of all deliverables completed in the course of the Grant Contract. The Grantee must request the Final PGA Summary Report template from the TCEQ Grant Manager; ; 4.2.4.4 A current single audit report. . 4.2.4.5 A detailed explanation of how any advance payments were utilized. Within ninety (90) days of receipt of the final invoice and information set forth above, the TCEQ will make adjustments to the allowable and eligible costs based on the terms of the Grant Contract Documents. The TCEQ will make reimbursement to the Grantee for allowable reimbursable costs. Closeout of the Grant Contract does not affect: The TCEQ’s right to disallow costs and recover funds on the basis of a later audit or other review; The Grantee’s obligation to return any funds due as a result of later refunds, corrections, or other transactions; Records retention; Property management requirements; Audit requirements; and Any other continuing obligations under the Grant Contract. At any time during the Grant Contract, upon request of the TCEQ, the Grantee will provide any additional documentation necessary to support the allowability and eligibility of the costs. The TCEQ may reject requests for reimbursement pending receipt of the requested documentation. The Grantee must immediately refund to the TCEQ any funds that are in excess of allowable costs. In no case may Grantee take longer than thirty (30) days to refund TCEQ. Any funds paid to a Grantee in excess of the amount to which the Grantee is finally determined to be entitled under the terms of the award constitute a debt to the TCEQ. Conditional Payments. Reimbursements are conditioned on the Grant Activities being performed in compliance with the Contract. Grantee shall return payment to TCEQ for either overpayment or activities undertaken that are not compliant with the Grant Activities. This does not limit or waive any other TCEQ remedy.

Submittal of Reimbursement Requests. The Grantee You shall not submit reimbursement requests (FSRs and invoices) any sooner than fifteen (15) days following the submission to the TCEQ of a deliverable in order to allow TCEQ staff a reasonable period to review the deliverable prior to receiving the reimbursement request. An FSR must be submitted for each month regardless of whether costs were incurredQuarterly Reimbursement Requests. The Grantee You must submit invoices at reimbursement requests (invoices) to TCEQ within fifteen (15) days of the end of each month in which costs are incurredquarter unless otherwise agreed to, except that the final invoice reimbursement request shall be submitted as specified below. Invoices shall be e-mailed sent to the TCEQ Project Manager at ▇▇▇▇▇▇@▇▇▇▇.▇▇▇▇▇.▇▇▇Manager. Invoices shall be in PDF format and in U. S. U.S. dollars and cents. If Proposals for multiple Grant Activities Descriptions (GAD) are authorized in the ContractAgreement, each Proposal for Grant Activities GAD must be invoiced separately. In order for TCEQ to determine eligibility of costs, the Grantee You must submit the following to the TCEQ as part of its complete and legible invoice: Reimbursement Request (Invoice): Reimbursement requests shall be made using Financial Status Report and Supplemental Financial Status Report Forms 269a in paper copies and in an electronic database formatthe FSR, provided by TCEQ, that which detail all costs of conducting the Grant Activities incurred during the invoicing period. For FSRs requesting reimbursement of costs (as opposed to documenting use of advance payment), fill in the spaces regarding Advanced Funds with N/A. TCEQ will perform desk reviews of the FSRs after they are filed. TCEQ may pay an invoice prior to performing the desk review. If TCEQ determines subsequent to the pre-review payment that the FSR contained unallowable costs or insufficient documentation, the Grantee You, upon notice, will provide such documentation as requested and/or refund the applicable amounts to TCEQ; Percentage of budget spent to date, and percentage of budget projected to be spent during the ContractAgreement; At a minimum, reimbursement requests must show expenses for the invoice period, year-to-date expenses, projected totals for the year (or applicable Agreement period), percent of budget spent to date, and percentage of budget projected to be spent. FSR and Reimbursement Requests Submittal. Unless otherwise stipulated in the Agreement, Requests for Reimbursement invoices must be submitted at Quarterly intervals to the TCEQ Project Manager. Project Progress report Report (PPR) on a TCEQ template. The TCEQ reserves the right to alter the reporting frequency of the progress reports Progress Reports as necessary to track the Grantee’s Your progress toward accomplishing the tasks of the Contract Agreement or a specific PGA. The progress report PPR shall document, in technical detail and by task, the accomplishments, expenditures, and milestones achieved during the reporting period. The Grantee You shall include an estimate of the percent completion for each task or part of the project. The report PPR shall also document what problems were identified, if any, and the resolution. Within sixty (60) days of the end of this Contract, the Grantee must submit its final invoice that includes all of the information set forth above for monthly invoices and the information listed below. Submission shall be in electronic format, on DVD-ROM or CD-ROM. Directory structure for the contents of the CD shall be by Task and Title: e.g., Task 1. Conceptual Model, Task 2. Ambient Monitoring, Task 3. Emissions Inventories. The following also must be submitted with the final invoice: Copies of all previously un-submitted reports, including financial, performance, and other reports, required by this Contract; Final Reconciliation of Budget and Expenditures; PGA Summary Report summarizing the Grantee’s accomplishments with respect to the approved PGAs and containing an outline of PGA tasks and projects that identifies the title of all deliverables completed in the course of the Grant Contract. The Grantee must request the Final PGA Summary Report template from the TCEQ Grant Manager; A current single audit report. A detailed explanation of how any advance payments were utilized. Within ninety (90) days of receipt of the final invoice and information set forth above, the TCEQ will make adjustments to the allowable and eligible costs based on the terms of the Grant Contract Documents. The TCEQ will make reimbursement to the Grantee for allowable reimbursable costs. Closeout of the Grant Contract does not affect: The TCEQ’s right to disallow costs and recover funds on the basis of a later audit or other review; The Grantee’s obligation to return any funds due as a result of later refunds, corrections, or other transactions; Records retention; Property management requirements; Audit requirements; and Any other continuing obligations under the Grant Contract. At any time during the Grant Contract, upon request of the TCEQ, the Grantee will provide any additional documentation necessary to support the allowability and eligibility of the costs. The TCEQ may reject requests for reimbursement pending receipt of the requested documentation. The Grantee must immediately refund to the TCEQ any funds that are in excess of allowable costs. In no case may Grantee take longer than thirty (30) days to refund TCEQ. Any funds paid to a Grantee in excess of the amount to which the Grantee is finally determined to be entitled under the terms of the award constitute a debt to the TCEQ. Conditional Payments. Reimbursements are conditioned on the Grant Activities being performed in compliance with the Contract. Grantee shall return payment to TCEQ for either overpayment or activities undertaken that are not compliant with the Grant Activities. This does not limit or waive any other TCEQ remedy.