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City of San Leandro <br /> CIA No. D43CIASAL0001 <br />Page 6 of 11 <br /> <br /> <br />AGREEMENT and before the date it is terminated or expires, but must have also paid for <br />those costs to claim any reimbursement. <br />C. PARTIES will agree upon CALTRANS’ annual reimbursement of the PROJECT costs, <br />throughout its duration. Total reimbursement will not exceed the Contract Sum (as defined <br />in Section I above). The encumbered funds are to be expended and invoiced to <br />CALTRANS by AGENCY by May 1 of the third fiscal year from the fiscal year <br />CALTRANS encumbered them. Any funds encumbered, but not expended by the end of the <br />third fiscal year, will not be reimbursed to AGENCY by CALTRANS. <br />D. Travel, per diem, and third-party contract reimbursements are PROJECT costs only after <br />those hired by AGENCY to participate in the PROJECT incur and pay those costs. <br />Payments for travel and per diem will not exceed the rates paid rank and file state <br />employees under current California Department of Human Resources rules current at the <br />EFFECTIVE DATE of this AGREEMENT. <br />E. CALTRANS will reimburse AGENCY for all allowable PROJECT costs no more <br />frequently and no later than monthly in arrears and as promptly as CALTRANS fiscal <br />procedures permit upon receipt of itemized signed invoices. Invoices shall reference this <br />AGREEMENT Number and shall be signed and submitted electronically to the Contract <br />Manager at the following address: <br />ken.johansson@dot.ca.gov cc: kriti.uppal@dot.ca.gov <br />If electronic submittal is not possible, mail invoice to: <br />California Department of Transportation <br />Division of Environmental Analysis – Fiscal Analysis Unit, MS 27 <br />1120 N Street, Sacramento, CA 95814-5680 <br />F. Invoices shall include the following information: <br />1) Invoice Cover Sheet The invoice cover sheet summarizes the previous, current and total <br />amounts billed for the AGREEMENT. Details included on the cover sheet are: <br />a. “INVOICE” near top of page <br />b. Invoice Date <br />c. Contract Number (D43CIAxx000x) <br />d. Invoice Number [minimum format: City Initials-3-digit Invoice Number (XXX- <br />001)] <br />e. Billing period (performance period), specified with beginning and ending dates <br />(towards top of page). All work performed must be during the billing period. <br />Invoice billing periods must not overlap. <br />f. Brief description of the work performed <br />g. Summary of total dollar amount billed to date <br />i. Previous month invoice balance <br />ii. Amount billed this month <br />iii. Total amount billed including current invoice amount <br />h. Total amount due <br />i. Summary of charges