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Agreement No. ####### <br />AGENCY <br />Page 4 of 14 <br />AGENCY in performance of the Project work, not to exceed the cost <br />reimbursement limitation set forth in 6.A, above. Actual costs shall not exceed the <br />estimated wage rates, labor costs, travel and other estimated costs and fees set <br />forth in Attachment II without prior written agreement between CALTRANS and <br />AGENCY. AGENCY's consultant contracts must comply with all federal, State, <br />and Local Agency procurement and funding requirements in order for the <br />AGENCY to receive reimbursement. <br />B. Reimbursement of AGENCY expenditures will be authorized only for those <br />allowable costs actually incurred by AGENCY in the performance of the Project <br />work. AGENCY must not only have incurred the expenditures on or after the <br />Effective Date of this FTA and before the Termination Date, but must have also <br />paid for those costs to claim any reimbursement. <br />C. Travel expenses and per diem rates are not to exceed the rate specified by the <br />State of California Department of Personnel Administration for similar employees <br />(i.e. non -represented employees) unless written verification is supplied that <br />government hotel rates were not then commercially available to AGENCY, its <br />consultants, their subconsultants, and/or their subrecipients, at the time and <br />location required as specified in the California Department of Transportation's <br />Travel Guide Exception Process. <br />D. CALTRANS will reimburse AGENCY for all allowable Project costs at least <br />quarterly but no more frequently than monthly in arrears as promptly as <br />CALTRANS fiscal procedures permit upon receipt of itemized signed invoices for <br />AGENCY. Invoices shall reference this FTA Number, and shall be signed and <br />submitted by AGENCY to the Contract Manager at the following address: <br />California Department of Transportation <br />(District -Division) <br />Attention: (Contract Manager) <br />[Contract Manager's address — (Two Lines)] <br />E. Invoices from AGENCY, contractors, and subrecipients shall include the following <br />information: <br />1) Names of the AGENCY personnel performing work <br />2) Dates and times of service <br />3) Locations of service (AGENCY - address) <br />4) Itemized costs as set forth in Attachment II, including identification of each <br />employee or subcontractor staff that provided services during the period of the <br />invoice, the number of hours and hourly rates for each employee or <br />subcontractor staff member, authorized travel expenses with receipts, receipts <br />for authorized materials or supplies, and subcontractor invoices. <br />