Res 2013-114/Approving an Interlocal Agreement with the CAPCOG for Solid Waste Equipment and Services

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claiming reimbursement from CAPCOG 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) 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 3 (b)1(i) of this Attachment have been provided and are deemed to be accurate. v) CAPCOG shall reimburse or otherwise make payment to the SUBCONTRACTOR only for expenses incurred during the term of the Contract between CAPCOG and the SU BCO N TRACTO R. vi) 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. 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 I i mited to the fol I owi ng: 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 recei pts, etc. iii) Equipment — Purchase orders, invoices, and canceled checks. iv) Supplies— Purchase orders (if issued), invoices, and canceled checks. v) Contractual — Al I of the above pl us documentati on that the costs were reasonable and necessary. The same standards should be applicable to subcontractors. 3. Additional Documentation. If requested by CAPCOG, the SUBCONTRACTOR agrees to provide to CAPCOG the additional expense records and documentation materials, as listed in Section (b) 2 of this Article and appropriate for the expense, for the time period requested by CAPCOG, except that the SUBCONTRACTOR will not be asked to submit records that have already been provided to CAPCOG with a Financial Status Report. CAPCOG will provide reasonable time for the SUBCONTRACTOR to comply with a CAPCOG FY2012 Solid Waste Interlocal Contract 7