Contract - Dept of Community Investment - Emergency Solutions Grant Administration

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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 insufficient 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. PII...E,'AS 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 DCI staff that proves payment was made to the vendor no more than three (3) days after receipt 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 Department of Community Investment ESG Administration activity shall not exceed $2,000.00. MATCH mON'rwBUTION: The match contribution to be made to the ESG Administration activity shall be no less than 100% of the total ESG monies in the activity or $2,000.00 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): Staff salaries paid from the City of South Bend's General Fund Proper documentation of match dollars used in the activity must be kept in project files and submitted to the City upon request. PRIOR APPROVAL: To expend funds for cost categories, types of activities, or locations not listed above will require prior written approval from the Department of Community Investment. Prior written approval must be obtained for any reductions, deletions, or additions to the approved line item budget. NON -EXPENDABLE PROPERTY: Notwi llist:aiding tiny provision herein to the contrary, no costs maybe incurred for non -expendable property (equipment, furniture, fixtures, etc.) without obtaining written approval from the Department of Community Investment. FINANCIAL AND ADMINIS]"I A]"IVE REPORTS: The Agency shall utilize the Monthly Reimbursement and Program Report (R & P Report) supplied by the City for submission of claims and activity status reports to the City. The Agency understands that: 1) Claims for reimbursement of expenses (goldenrod forms) shall be accompanied by an R & P Report and by proper documentation (check copies, invoices, staff time distributions, etc.) and 2) R&P reports shall be due with each request for reimbursement. At a minimum, a report must be 13