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04-ALA-0-SLN 0210112017 <br /> H SI PL-5041(042) <br /> SPECIAL COVENANTS OR REMARKS <br /> Federal Regulation (CFR) and 2 CFR Part 200 federal requirements, and all applicable <br /> federal laws, regulations, and policy and procedural or instructional memoranda, unless <br /> otherwise specifically waived as designated in the executed project-specific PROGRAM <br /> SUPPLEMENT. <br /> B. Invoices shall be submitted on ADMINISTERING AGENCY letterhead that includes <br /> the address of ADMINISTERING AGENCY and shall be formatted in accordance with <br /> LOCAL ASSISTANCE PROCEDURES. <br /> C. ADMINISTERING AGENCY must have at least one copy of supporting backup <br /> documentation for costs incurred and claimed for reimbursement by ADMINISTERING <br /> AGENCY. ADMINISTERING AGENCY agrees to submit supporting backup <br /> documentation with invoices if requested by State. Acceptable backup documentation <br /> includes, but is not limited to, agency's progress payment to the contractors, copies of <br /> cancelled checks showing amounts made payable to vendors and contractors, and/or a <br /> computerized summary of PROJECT costs. <br /> ( D. Indirect Cost Allocation Plan/Indirect Cost Rate Proposals (ICAP/ICRP), Central <br /> Service Cost Allocation Plans and related documentation are to be prepared and provided <br /> to STATE (Caltrans Audits & Investigations) for review and approval prior to <br /> ADMINISTERING AGENCY seeking reimbursement of indirect costs incurred within each <br /> fiscal year being claimed for State and federal reimbursement. ICAPs/ICRPs must be <br /> prepared in accordance with the requirements set forth in 2 CFR, Part 200, Chapter 5 of <br /> the Local Assistance Procedural Manual, and the ICAPIICRP approval procedures <br /> established by STATE. <br /> E. STATE will withhold the greater of either two (2) percent of the total of all federal funds <br /> encumbered for each PROGRAM SUPPLEMENT or $40,000 until ADMINISTERING <br /> AGENCY submits the Final Report of Expenditures for each completed PROGRAM <br /> SUPPLEMENT PROJECT. <br /> I F. Payments to ADMINISTERING AGENCY for PROJECT-related travel and <br /> subsistence (per diem) expenses of ADMINISTERING AGENCY forces and its <br /> contractors and subcontractors claimed for reimbursement or as local match credit shall <br /> not exceed rates authorized to be paid rank and file STATE employees under current <br /> State Department of Personnel Administration (DPA) rules. If the rates invoiced by <br /> ADMINISTERING AGENCY are in excess of DPA rates, ADMINISTERING AGENCY is <br /> responsible for the cost difference, and any overpayments inadvertently paid by STATE <br /> shall be reimbursed to STATE by ADMINISTERING AGENCY on demand within thirty <br /> (30) days of such invoice. <br /> G. ADMINISTERING AGENCY agrees to comply with 2 CFR, Part 200, Uniform <br /> Administrative Requirements, Cost Principles and Audit Requirement for Federal Awards, <br /> N. ADMINISTERING AGENCY agrees, and will assure that its contractors and <br /> subcontractors will be obligated to agree, that Contract Cost Principles and Procedures, <br /> Program Supplement 04-5041R-N023-R1-1STEA Page 4 of 6 <br />