5D Consent - Laserfiche WebLink

Home

Governor’s Office of Land Use and Climate Innovation– Extreme Heat and Community Resilience Program – Round 1 Grant Number: LCI SPPD24132, City of San Leandro Page 9 Exhibit B, Budget Detail and Payment Provisions Exhibit B: Budget Detail and Payment Provisions 1. Fiscal Administration and Payment A. The Grantee is responsible for maintaining records that fully disclose its activities to implement the Project. Adequate documentation for each reimbursable transaction shall be maintained to permit the determination, through an audit if requested by the LCI, of the accuracy of the records and the eligibility of the expenditures charged to EHCRP grant funds. If the eligibility of the expenditure cannot be determined because records or documentation are inadequate, the expenditure may be disallowed. B. To receive payments of grant funds, Grantee must submit to LCI the documentation listed in Exhibit B, Section 2. LCI agrees to reimburse Grantee for actual costs incurred for work performed, in accordance with the rates specified in the Budget Detail Worksheet (Attachment 4). C. LCI will withhold five percent (5%) of each invoice, to be paid once all terms of the Grant Agreement have been satisfied. D. Payment shall be made within forty-five (45) days of receipt and approval of an invoice. Failure to comply with requirements may result in non-payment or delayed payment. E. For additional payment principles, see Exhibit B, Section 5. F. LCI does not currently have infrastructure to support administering advance payments. At its election, LCI may offer an advance payment process to Grantee through an amendment to this Agreement. 2. How to Submit Invoices A. Grantee must email the Invoice (PDF) to AccountsPayable@OPR.CA.GOV and copy the Grant Manager and Senior Planner identified by LCI in Exhibit A, Section 5 on the email as well. The email must include the Grant Agreement number and Grantee’s name in the subject line. Grantee shall submit invoices at least quarterly but no more frequently than monthly to the Grant Manager unless specified otherwise. A request for payment shall consist of: i. The Invoice on official letterhead and signed by the Authorized Signatory or authorized designee specified in this Agreement (Exhibit A, Section 3), certifying the expenditures are for actual expenses for the tasks performed under this Grant Agreement. While an example of the Invoice Template will be provided during training, a sample is included in Attachment 5. ii. Each cost category and task must correspond to a cost category and task identified in the Budget Detail Worksheet (Attachment 4). iii. Supporting documentation for all itemized costs. Documentation may include but is not limited to: copies of purchase orders, receipts, subcontractor invoices, and timesheets. These items must contain sufficient information to establish that the specific service was rendered, or purchase was made. a. Supporting documentation should be clearly labeled by task. b. Records documenting time spent performing the work shall identify the individual, the date on which the work was performed, the specific grant- related activities or objectives to which the individual’s time was devoted, the hourly rate, and the amount of time spent.