Res 2001-032 - Laserfiche WebLink

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iii) The SUBCONTRACTOR is allowed to account for expenses incurred and request reimbursement of outlays under either a cash or an accrual basis, as defined and authorized under the UGMS. To be eligible for reimbursement under this Contract, a cost must have been incurred and either paid by the SUBCONTRACTOR prior to claiming reimbursement from CAPCO or incurred by the last day of the time period indicated on a request for reimbursement form and liquidated no later than thirty (30) days after the end of that time period. iv} CAPCO will review all materials provided by the SUBCONTRACTOR with a request for reimbursement (Forms PT-F1 and PT-F2), and will not make a reimbursement payment unless all required items listed under Article 3 (b}1(i} of this Attachment have been provided and are deemed to be accurate. v) CAPCO shall reimburse or otherwise make payment to the SUBCONTRACTOR only for expenses incurred during the term of the Contract between CAPCO and the SUBCONTRACTOR, the term of which may not be outside of the term of this Contract. vi) CAPCO will not reimburse or otherwise make payment to the SUBCONTRACTOR for an expenditure that is not authorized under this Contrad. If it is determined by either CAPCO or the TNRCC that an expenditure that was reimbursed is not an authorized expense, CAPCO 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. 2. 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: i} Salary/Wages - Time sheets that have been signed and approved. ii) 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. iji) Equipment - Purchase orders, invoices, and canceled checks. iv} Supplies - Purchase orders (if issued), invoices, and canceled checks. v) Contractual - All of the above plus documentation that the costs were reasonable and necessary. The same standards should be applicable to subcontractors. CAPCO FY2001 Solid Waste Interlocal Contract 6