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City of San Leandro FTA No. 74A0834 Page 4 of 12 7. Payment and Invoicing a. The method of payment for this FTA will be based on actual allowable costs. CALTRANS will reimburse AGENCY for expended actual allowable direct costs and including,but not limited to labor costs,travel, and contracted consultant services costs incurred by AGENCY in performance of the Project work. Indirect costs, as identified in the Environmental Justice and Community-Based Transportation Planning Grant Handbook, are not reimbursable. This Handbook may be accessed at http://www.dot.ca.gov/hq/tpp/offices/ocp/ej_cbtp_toolbox.html. The total cost shall not exceed the cost reimbursement limitation set forth in Section II - Cost Limitations,Item 4. a. Actual costs shall not exceed the estimated wage rates, labor costs, travel and other estimated costs and fees set forth in Attachment II without an amendment to this FTA, as agreed between CALTRANS and AGENCY. b. Reimbursement of AGENCY expenditures will be authorized only for those allowable costs actually incurred by AGENCY in the performance of the Project work. AGENCY must not only have incurred the expenditures on or after the start date and the issuance of the Notice to Proceed letter for this FTA and before the Expiration Date, but must have also paid for those costs to claim any reimbursement. c. Travel expenses and per diem rates are not to exceed the rate specified by the State of California Department of Human Resources for similar employees (i.e. non-represented employees)unless written verification is supplied that government rates were not then commercially available to AGENCY, its sub-recipients, contractors, and/or subcontractors, at the time and location required as specified in the California Department of Transportation's Travel Guide Exception Process at the following link: http://www.dot.ca.gov/hq/asc/travel/ap_b/bul.htm. Written verification must include statements from the provider of travel services that government rates will not be available to the claimant for those services. Also see website for summary of travel reimbursement rules. d. AGENCY shall submit invoices to CALTRANS at least quarterly but no more frequently than monthly in arrears for completion of milestones in accordance with the Project Timeline in Attachment II to the satisfaction of the CALTRANS' Contract Manager. Invoices shall reference this FTA Number and shall be signed and submitted to the CALTRANS' Contract Manager at the following address, as stated in Section II - Notification of Parties, Item l.c. e. Invoices shall include the following information: 1) Names of the AGENCY personnel performing work 2) Dates and times of project work 3) Locations of project work