Resolution 2014-21 - Laserfiche WebLink

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E. Reimbursement of Local Agency Costs The State shall reimburse the Local Agency's allowable costs, not exceeding the maximum total amount described in the Task Order Budget. The applicable principles described in 49 C.F.R. 18 Subpart C and 49 C.F.R. 18.22 shall govern the State's obligation to reimburse all costs incurred by the Local Agency and submitted to the State for reimubursement hereunder, and the Local Agency shall comply with all such principles. The costs will be estimated and preapproval for federal funding will be recorded on Form FHWA 1547 (Exhibit L). To accept subsequent revisions to this form, the Parties will need to comply with §7.B.g to amend the associated Task Order. The CDOT Project Manager, in cooperation with the Local Agency, will complete and submit the form to FHWA. The State shall reimburse the Local Agency for the federal -aid share of properly documented costs related to the Work for a Task Order after review and approval thereof, subject to the provisions of this Agreement and the Task Order. However, any costs incurred by the Local Agency prior to the date of FHWA authorization for the Work and prior to the effective date of the Task Order shall not be reimbursed absent specific FHWA and State Controller approval thereof. Costs shall be: i. Reasonable and Necessary Reasonable and necessary to accomplish the Work and for the Goods and Services provided. ii. Net Cost Actual net cost to the Local Agency (i.e. the price paid minus any items of value received by the Local Agency that reduce the cost actually incurred). F. Retroactive Payments The State shall pay Local Agency for costs or expenses incurred or performance by the Local Agency prior to the Effective Date, only if (1) the Agreement Funds involve federal funding and (2) federal laws, rules and regulations applicable to the Work provide for such retroactive payments to the Local Agency. Any such retroactive payments shall comply with State Fiscal Rules and be made in accordance with the provisions of this Agreement, its Exhibits and the applicable Task Order. Local Agency shall initiate any payment request by submitting invoices to the State in the form and manner set forth herein and approved by the State. As authorized by the FHWA, Agreement Funds may include costs or expenses incurred or performance by the Agreement Funds prior to the Effective Date. 9. ACCOUNTING The Local Agency shall establish and maintain accounting systems in accordance with generally accepted accounting standards (a separate set of accounts, or as a separate and integral part of its current accounting scheme). Such accounting systems shall, at a minimum, provide as follows: A. Local Agency Performing the Work If Local Agency is performing the Work, all allowable costs, including any approved services contributed by the Local Agency or others, shall be documented using payrolls, time records, invoices, contracts, vouchers, and other applicable records. B. Local Agency -Checks or Draws Checks issued or draws made by the Local Agency shall be made or drawn against properly signed vouchers detailing the purpose thereof. All checks, payrolls, invoices, contracts, vouchers, orders, and other accounting documents shall be on file in the office of the Local Agency ,clearly identified, readily accessible, and to the extent feasible, kept separate and apart from all other Work documents. C. State -Administrative Services The State may perform any necessary administrative support services required hereunder. The Local Agency shall reimburse the State for the costs of any such services from the Task Order Budget(s). If funding is not available or is withdrawn, or if the Local Agency terminates this Agreement or any Task Order prior to the Work being approved or completed, then all actual incurred costs of such services and assistance provided by the State shall be the Local Agency's sole expense. Page 12 of 26