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CA HCD Guidelines - 12 - SB 2 Planning Grants Program Year 1 <br /> <br />NOTE: Authority cited: Health and Safety Code section 50470, subdivision (d). Reference <br />cited: Health and Safety Code section 50470, subdivision (b)(1)(A). <br /> <br /> <br />Section 601. Payment and Accounting of Grant Funds <br /> <br />(a) Grant funds cannot be disbursed until the Standard Agreement has been fully executed. <br /> <br />(b) The grantee will be responsible for compiling and submitting all invoices and reporting <br />documents. Grantees will submit for reimbursements to the Department based on ac tual <br />cost incurred. <br /> <br />(c) The grantee must bill the state based on clear deliverables outlined in the Standard <br />Agreement. Only approved and eligible costs incurred for work after the NOFA date, <br />continued past the date of the Standard Agreement and completed during the grant term <br />will be reimbursable. Approved and eligible costs incurred prior to the NOFA date are <br />ineligible. <br /> <br />(d) Work must be completed prior to requesting reimbursement. <br /> <br />(e) Grant fund payment will be made on a reimbursement basis; advance payments are not <br />allowed. The grantee and partners must have adequate cash flow to pay all grant -related <br />expenses prior to requesting reimbursement from the Department. Project invoices will be <br />submitted to the Department by the grantee on a quarterly basis . <br /> <br />(f) In unusual circumstances, the Department may consider alternative arrangements to <br />reimbursement and payment methods based on documentation demonstrating cost <br />burdens, including the inability to pay for work. <br /> <br />(g) Supporting documentation may include, but is not limited to: purchase orders, receipts, <br />progress payments, subcontractor invoices, time cards, etc . <br /> <br />(h) Invoices must be accompanied by reporting materials where appropriate. Invoices without <br />the appropriate reporting materials will not be paid. The Department may withhold 10 <br />percent of the grant until grant terms have been fulfilled. <br /> <br />NOTE: Authority cited: Health and Safety Code section 50470, subdivision (d). Reference <br />cited: Health and Safety Code section 50470, subdivision (b)(1)(A). <br /> <br /> <br />Section 602. Accounting Records and Audits <br /> <br />(a) The grantee must establish a separate ledger account for receipts and expenditures of <br />grant funds and maintain expenditure details in accordance with the attached Work Plan <br />and Budget. Separate bank accounts are not required. <br /> <br />59