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City of San Leandro CIA No. D43CIASAL0001 Page 7 of 11 i. AGENCY (municipality) labor costs ii. Sub-Vendor labor costs (consultant) iii. Sub-vendor direct costs (materials, equipment, miscellaneous itemized costs) iv. Other direct costs j. Discounts (if applicable) k. Remittance information including name and address [MUST match Payee Data Record Declaration of Business Location (Form FA-204) submitted at contract execution or on file] l. AGENCY Contract Manager’s name, address and phone number m. AGENCY Contract Manager’s signature and signature block n. CALTRANS Contract Manager’s name and address o. CALTRANS Contract Manager’s signature block. 2) Invoice and Supports All invoice charges must match the rates on the contract cost proposal and personnel request. (Changes in billing rates must be approved before billing.) The CALTRANS’ Contract Manager must be provided with invoices or other documentation with sufficient detail to verify the charges are allowable under this AGREEMENT with sufficient support to allow them to verify charges. Supporting documentation, such as receipts, is required for all costs included on the invoice that are not for hourly or sub-contract labor. AGENCY labor charges need to show person’s name, hours worked, billing rate and brief description of work performed. Supporting documents (timesheet or payroll report) need to be provided. These documents need to include: a. Name (first and last) b. Hours charged c. Brief description -- identify the work is for the project funded by the Cooperative Implementation Agreement d. Month, day and year of the charges (must be within the billing period) e. Worker and supervisor’s signatures (Exceptions can be made for electronic timesheets.) All overtime must be approved in advance by the CALTRANS Contract Manager. Direct costs (such as material costs, vehicle rental) are reimbursable. These costs need to be verified, therefore, a copy of the receipt, paid purchase order or other documentation that shows the items and cost needs to be attached to the invoice. AGENCY personnel travel costs may be reimbursed according to the Consultant and Contractor travel guidelines located on the CALTRANS’ website at: www.dot.ca.gov/hq/asc/travel/ch12/1consultant.htm. The Travel Expense Claim (TEC) form is available at: www.dot.ca.gov/hq/asc/travel/ch5/1tec.htm. Subcontractor costs are reimbursed after providing a copy of the paid invoice. This invoice needs to show that the AGENCY contract manager reviewed and approved the