Contract - AIDS Ministries-AIDS Assist of North Indiana Inc - Emergency Shelter and Rental Assistance for AIDS Ministries Clients

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For ESG reimbursement requests to be considered, the following Supporting documentation must be included with claims submitted to DCI: Copy of vendor invoice. Each invoice should DOW: • Date that expense was incurred • Annount of expense • Vendor name and address • Purpose of expense, i.e. "furnace installation at 123 Main Street" • Subrecipient or developer approval for payment Front and back of sub -recipient's cancelled check; OR front of the subrecipient's check along with an account register that docurnents invoice was paid; OR other mutually agreed upon documentation proving that payment was made prior to requesting reimbursement; If requesting payroll reimbursement, copies of time sheets that indicate number of hours worked on ESG-eligible activities, Timesheets should include employee and supervisor signatures. Department of Community Investment staff will review each request for reimbursement against supporting documentation and the contract Scope of Services. No payment shall be made except for services within the scope of each contract, therefore it is extremely important that subrecipients verify the ESG eligibility of an expense prior to expending funds. Claims for reimbursement that are submitted with insurficient documentation and/or that are incorrect will not be paid until the deficiencies and/or errors have been corrected. It is important that sub -recipients submit claims for, reimbursement regularly; preferably on a monthly basis, but no less than quarterly, The City will make payment to the subrecipient as soon as practicable, but not more than thirty (30) days after an invoice is received, assuming all supporting documentation is attached and correct, PLEA.SE NOTE: In certain circumstances, sub -recipients or developers may be provided with advance payments for expenses incurred but not yet paid. In such instances, the subrecipient or developer must provide acceptable documentation (as previously noted) to DCl staff that proves payment was made to the vendor no more than three (3) days after reccipt of ESG funds from the City. Any arrangement to receive advance payments must be agreed upon between the City and the subrecipient or developer prior to submission of a claim to request funds. PROGRAM BUDGET: The total cost of the AIDS Ministries /AIDS Assist of North Indiana, Inc. 2018 Emergency Solutions Grant shall not exceed $21,000.00. The Emergency Shelter portion shall not exceed ,$5,000.00, and the Rapid Rehousing portion shall not exceed $16,000.00. MATCH CONTRIBUTION: The match contribution to be made to the Emergency Shelter and Rapid Rc-l-lousing activities shall be no less than 100%, of the total ESG monies in the activity or $21,000.00 and shall be spent on ESG eligible activities per 24 CFR 576.201. The agreed upon eligible match contribution for this activity is from the following source(s): 0 Staff salaries Proper documentation of match dollars used in the activity must be kept in project files and submitted to 13