PSA - Inspections and Education for Federal Lead Grant - St. Joseph County Health Department

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o Purpose of expense, i.e. "furnace installation at 123 Main Street" o Provider approval for payment • Front and back of Provider's cancelled check; OR front of the Provider's check along with an account register that documents that the 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 eligible activities. Timesheets should include employee and supervisor signatures. City staff will review each request for reimbursement against supporting documentation and the Scope of Work. No payment shall be made except for services within the Scope of Work, therefore it is extremely important that Provider verifies the 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 Provider submits claims for reimbursement regularly; preferably on a monthly basis, but no less than quarterly. The City will make payment to the Provider as soon as practicable, but not more than thirty (30) days after an invoice is received, assuming all supporting documentation is attached and correct. PL E,'ASP" NO E: In certain circumstances, the Provider may be provided with advance payments for expenses incurred but not yet paid. In such instances, the Provider must provide acceptable documentation (as previously noted) to City staff that proves payment was made to the vendor no more than three (3) days after receipt of funds from the City. Any arrangement to receive advance payments must be agreed upon between the City and the Provider rp for to submission of a claim to request funds.