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<br />Attachment A <br /> <br />Part Four - Performance Period Activities <br /> <br />Reimbursement <br />of Eligible <br />Costs <br /> <br />Duplication of <br />Benefits <br /> <br />Changes to <br />Scope of Work <br />or Budget <br /> <br />FY04 UASI funds will be disbursed on a reimbursement basis, by project, <br />using the Reimbursement Request form included in Appendix E. <br /> <br />Core cities and transit agencies are strongly encouraged to submit <br />reimbursement requests as soon as costs have been incurred which includes <br />when a vendor invoice has been received. In last year's grant, there was <br />confusion about the reimbursement process. In particular, some grant <br />recipients were under the impression that they must first purchase items with <br />their own funds before seeking reimbursement. Instead, an invoice from a <br />particular vender is sufficient for purchasing jurisdictions to request <br />reimbursement from OES. For questions about the reimbursement process <br />please contact OES' Grant Payments Unit at (916) 845-8110. <br /> <br />The cost of employee labor and expenses has been incurred as soon as the <br />time has been worked or the expense has been paid. Vendor costs have been <br />incurred when the purchasing jurisdiction has received the vendor's invoice <br />for payment. Encumbrances, purchase orders or signed contracts do not <br />qualify as incurred costs. <br /> <br />NOTE: Payments can only be made if the grant recipient has the following <br />documents on file with OES: <br /> <br />. Approved Application. <br />. Valid Governing Body Resolution. <br />. Valid Grant Assurance, <br /> <br />In no case is a duplication of benefits allowable. That is, a single cost may <br />not be reimbursed under more than one grant. <br /> <br />All changes to the approved scope of work or budget must be submitted to <br />OES and approved by OHS. Revisions must be requested in writing and <br />approved Drior to initiating the revised scope of work or incurring the <br />associated costs. These changes can be requested as part of the performance <br />report process; however, grant recipients are not precluded from submitting <br />revision requests at any time. <br /> <br />Failure to submit revision requests and receive approval prior to expenditure <br />could result in a reduction or disallowance of that part of the grant. <br /> <br />Continued on next page <br /> <br />Page 33 <br /> <br />FY04 Urban Areas Security Initiative <br />