Res 2016-051/Interlocal cooperation agreement with Capital Area Council of Governments for FY2016 Solid Waste Equipment and Servcies

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4. CAPCOG will review all materials provided by the SUBCONTRACTOR with a request for reimbursement, and will not make a reimbursement payment unless all required items listed under Article 4 (a)1 of this Attachment have been provided and are deemed to be accurate. 5. CAPCOG shall reimburse or otherwise make payment to the SUBCONTRACTOR only for expenses incurred during the term of the Contract between CAPCOG and the SUBCONTRACTOR. 6. CAPCOG will not reimburse or otherwise make payment to the SUBCONTRACTOR for an expenditure that is not authorized under this Contract. If it is determined by either CAPCOG or the TCEQ that an expenditure that was reimbursed is not an authorized expense, CAPCOG shall request return and reimbursement of those funds from the SUBCONTRACTOR or, where appropriate, the application of those funds to other authorized expenses, and shall not provide additional reimbursements to the SUBCONTRACTOR until the funds are returned or are applied to other authorized expenses. (b). Documentation required. In general, expenditure documentation to be maintained by the SUBCONTRACTOR should be whatever is necessary to show that the work was indeed performed and that the expense was, in fact, incurred. In addition, the documentation should also support the fact that the expenditure was reasonable and necessary to this Contract. Documents that should be maintained, as appropriate for the expense, include but are not limited to the following: 1. Salary/Wages Time sheets that have been signed and approved. 2. Travel Documentation which, at a minimum, is consistent with State Travel Regulations. The purpose of the travel should be documented and supported with actual receipts for hotel accommodations, public transportation receipts, airline receipts, etc. 3. Equipment Purchase orders, invoices, and canceled checks. 4. Supplies Purchase orders (if issued), invoices, and canceled checks. 5. Contractual Purchase orders (if issued), invoices, and canceled checks, plus documentation that the costs were reasonable and necessary. The same standards should be applicable to subcontractors. Additional Documentation. If requested by CAPCOG, the SUBCONTRACTOR agrees to provide to CAPCOG the additional expense records and documentation materials for the time period requested by CAPCOG. CAPCOG will provide reasonable time for the SUBCONTRACTOR to comply with a request for additional records. CAPCOG will review requested additional records and provide the SUBCONTRACTOR a written summary of findings, if any, of that review. CAPCOG will also allow the SUBCONTRACTOR reasonable time to respond to any findings of noncompliance or other problems identified. (c). SUBCONTRACTOR Close Out Report CAPCOG FY2016 Џ Solid Waste Interlocal Contract