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<br />14 <br /> <br />d. Each recipient of funds under REAP shall expend those funds no later than <br />December 31, 2023, as described on Health and Safety Code 50515.04 <br />(c)(1). Deadline for tasks and submission of reimbursements is August 31, <br />2023). <br /> <br />2. Invoicing and Accounting of Grant Funds <br />a. Grant funds cannot be disbursed until the Standard Agreement has been <br />fully executed; <br />b. The grantee will be responsible for compiling and submitting all invoices and <br />reporting documents. <br />c. The grantee must bill the state based on clear deliverables outlined in the <br />Standard Agreement or budget timeline. Only approved and eligible costs <br />incurred for work after October 1, 2019 and completed during the grant term <br />will be reimbursable. Approved and eligible costs incurred prior to October 1, <br />2019 are ineligible; <br />d. Applicants with 25 percent advance <br />i. Applicants who received advance funds shall expend all such <br />funds or show substantial progress prior to a full application by <br />submitting an updated project timeline and budget for their eligible <br />projects from the application and any supporting documentation . <br />e. Project invoices may be submitted to the Department by the grantee on a <br />quarterly basis or upon completion of a deliverable, subject to the <br />Department’s approval; <br />f. The Department may consider advance payments or alternative <br />arrangements to reimbursement and payment methods ba sed on <br />demonstrated need. The Department may consider factors such as available <br />funds for eligible activities, Suballocations to jurisdictions, need to request <br />funds in increments, schedule for advance payment s, and reporting <br />progress in implementing activities according to a timetable; <br />g. Supporting documentation may include, but is not limited to, purchase <br />orders, receipts, progress payments, subcontractor invoices, timecards, <br />reports or any other documentation as deemed necessary by the <br />Department to support the reimbursement to the grantee for expenditures <br />incurred. <br />h. Invoices must be accompanied by supporting documentation where <br />appropriate. Invoices without supporting documentation will not be paid. The <br />Department may withhold 10 percent of the grant until grant terms have <br />been fulfilled. <br /> <br />3. Accounting Records and Audits <br />a. The grantee must establish a separate ledger account for receipts and <br />expenditures of grant funds and maintain expenditure details in accordance <br />with the budget and timeline. Separate bank accounts are not required; <br />b. The grantee shall maintain documentation of its normal procurement policy <br />and competitive bid process (including the use of sole source purchasing), <br />and financial records of expenditures incurred during the course of the <br />project in accordance with generally accepted accounting principles; <br />DocuSign Envelope ID: 8A67B327-8D8D-41F3-A9AA-0E6612310575