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Orientation Meeting A meeting with the staff of the THC will be required for all grant recipients shortly after the grant award is announced. The project supervisor, project pTofessional, and the gTsnt recipient's fiscal offi~er will be required to attend. The purpose of the meeting is to establish survey priorities and a timetable for completion, and to formalize the budget and reimbursement procedures. A time and date for the meeting will be arranged following submittal of the Request for Funding, approval of the grants by the THC, and issuance of awård letters. No work should begin prior to the orientation meeting and r~ceipt by the Texas Historical Commission of a signed written contract. Project raple..ntation Project Contract - a contractual agreement (approved by the State Attorney General) specifying the approximate scope of work, a timetable for completion and budgetary concerns will be prepared by the THC on the basis of the Project Proposal and the subsequent consultations with the grant recipient. The agreement must be signed by the parties involved prior to commencement of work. Reimbursement - all payments to the grant recipient will be strictly on a reimbursement basis, and all payments will be on a one-to-one match. Invoices and cancelled checks for total payment to the project professional(s) should be submitted by the grant recipient; one-half of these totals will then be reimbursed to the grant recipient.(See "assurances," p. 13) Reimbursement can be requested monthly, quarterly, or as a lump sum at the completion of the project. The following project documentation must be submitted to the THC in order for reimbursement to be considered: 1) Procurement documents (invitation to bid, proposals received, statement explaining selection of project professional). 2) Signed contractual agreement (contract signed by the parties involved after the Project Proposal has been approved). 3) Assurances - each request for reimbursement submitted to the THC must contain: a) a letter requesting reimbursement which lists the number of the request (first, second, third, etc.), time period in which costs were incurred, and costs currently listed. b) verification of each cost currently claimed. This will include copies of statements, and if in-kind contributions are made, copies of timesheets signed by both the employee (or volunteer) and supervisor. c) verification of each corresponding payment (copies of cancelled checks). 4) Monthly progress reports, due to the Commission by the 10th day of the following month. The Commission will then reimburse the grant recipient for one-half of the documented allowable expenditures made during the project period covered by the request. 12