Okaloosa County BOCC — June 3, 2014 — 14OK1-Okaloosa Island Dune Walkovers-revised — reading text

Department of Financial Services, Reference Guide for State Expenditures (January 2005) Cost Reimbursement Contracts Invoices for cost reimbursement contracts must be supported by an itemized listing of expenditures by category (salary, travel, expenses, etc.) Supporting documentation must be provided for each amount for which reimbursement is being claimed indicating that the item has been paid. Check numbers may be provided in lieu of copies of actual checks. Each piece of documentation should clearly reflect the dates of service. Only expenditures for categories in the approved contract budget should be reimbursed. Contracts between state agencies, and or contracts between universities may submit alternative documentation to substantiate the reimbursement request that may be in the form of Florida Accounting Information Resource (FLAIR) reports or other detailed reports. Listed below are examples of types of documentation representing the minimum requirements: (1) Salaries: A payroll register or similar documentation should be submitted. The payroll register should show gross salary charges, fringe benefits, other deductions and net pay. If an individual for whom reimbursement is being claimed is paid by the hour, a document reflecting the hours worked times the rate of pay will be acceptable. (2) Fringe Benefits: Fringe Benefits should be supported by invoices showing the amount paid on behalf of the employee (e.g., insurance premiums paid). If the contract specifically states that fringe benefits will be based on a specified percentage rather than the actual cost of fringe benefits, then the calculation for the fringe benefits amount must be shown. Exception: Governmental entities are not required to provide check numbers or copies of checks for fringe benefits. (3) Travel: Reimbursement for travel must be in accordance with Section 112.061, Florida Statutes, which includes submission of the claim on the approved State travel voucher or electronic means. (4) Other direct costs: Reimbursement will be made based on paid invoices/receipts. If nonexpendable property is purchased using State funds, the contract should include a provision for the transfer of the property to the State when services are terminated. Documentation must be provided to show compliance with Department of Management Services Rule 60A-1.017, Florida Administrative Code, regarding the requirements for contracts that include services and that provide for the contractor to purchase tangible personal property as defined in Section 273.02, Florida Statutes, for subsequent transfer to the State. (5) In-house charges: Charges which may be of an internal nature (e.g., postage, copies, etc.) may be reimbursed on a usage log that shows the units times the rate being charged. The rates must be reasonable. (6) Indirect costs: If the contract specifies that indirect costs will be paid based on a specified rate, then the calculation should be shown. The Florida Department of Financial Services, Reference Guide to State Expenditures (January, 2005) can be found at the following web address: http://www.fldfs.com/aadir/reference%5Fguide/. DEP Agreement No. 14OK1, Attachment C, Page 1 of 1  ATTACHMENT D FLORIDA DEPARTMENT OF ENVIRONMENTAL PROTECTION BEACH MANAGEMENT FUNDING ASSISTANCE PROGRAM REQUEST FOR PAYMENT – PART I PAYMENT SUMMARY Name of Project: OKALOOSA ISLAND DUNE WALKOVERS LOCAL SPONSOR: OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS DEP Agreement Number: 14OK1 Billing Number: ___________ Billing Type: Interim Billing Final Billing Costs Incurred This Payment Request: Federal Share* State Share Local Share Total $__________________ $__________________ $__________________ $__________________ *if applicable Cost Summary: State Funds Obligated $__________________ Local Funds Obligated $__________________ Less Advance Pay $__________________ Less Advance Pay $______________________ Less Previous Payment $__________________ Less Previous Credits $__________________ Less Previous Retained $__________________ Less This Payment $__________________ Less This Credit $__________________ Less This Retainage (10%) $__________________ Local Funds Remaining $__________________ State Funds Remaining $__________________ DEP Agreement No. 14OK1, Attachment D, Page 1 of 4  FLORIDA DEPARTMENT OF ENVIRONMENTAL PROTECTION BEACH MANAGEMENT FUNDING ASSISTANCE PROGRAM REQUEST FOR PAYMENT – PART II REIMBURSEMENT DETAIL Name of Project: _________________________________ Billing# Billing Period: DEP AGREEMENT NUMBER Invoice Adjustments (To be completed by DEP: Local Sponsor: _________________________________________ Reasons for changes noted below) Eligible Project Item Total Amount Approved Date OF Amount Paid Changes per BMFA Changes per BMFA Item # Invoice # and SOW/BID # (3) Vendor Name Check or Debit# Eligible for State Eligible Cost INVOICE Vendor (1) Project Manager (5,6) Accountant (5,6) Deliverable # Share (4) (5) (2) 1 2 3 4 5 6 7 8 9 10 Totals for all items on page: Item # Notes and invoice adjustment explanations per item # (5) Form Instructions: (1) Local Sponsor: enter exact amount of check or debit. (2) Local Sponsor: enter the subtask ID# from the Eligible Project Item table of the DEP Grant. Also add the Deliverable # that is eligible. (Ex. T2.1/D-A) (3) Scopes of work and bids that have been approved for DEP cost share may be assigned a tracking identifier number. Local Sponsor: Insert this tracking number when applicable. (4) Local Sponsor: insert only the amount of vendor payment that is assumed to be eligible for DEP cost share. (5) List retainage if retainage is being requested. DEP Agreement No. 14OK1, Attachment D, Page 2 of 4  FLORIDA DEPARTMENT OF ENVIRONMENTAL PROTECTION BEACH MANAGEMENT FUNDING ASSISTANCE PROGRAM REQUEST FOR PAYMENT – PART III PROJECT PROGRESS REPORT Name of Project: OKALOOSA ISLAND DUNE WALKOVERS LOCAL SPONSOR: OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS DEP Agreement Number: 14OK1 Report Period: ________________________________________________________________ Status of Eligible Project Items: (Describe progress accomplished during report period, including statement(s) regarding percent of task completed to date. Describe any implementation problems encountered, if applicable.) Task Eligible Project No: Item: (SEE EXAMPLE) 3.0 CONSTRUCTION 3.1 Dune Walkovers ___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ DEP Agreement No. 14OK1, Attachment D, Page 3 of 4  FLORIDA DEPARTMENT OF ENVIRONMENTAL PROTECTION BEACH MANAGEMENT FUNDING ASSISTANCE PROGRAM CERTIFICATION OF DISBURSEMENT REQUEST REQUEST FOR PAYMENT – PART IV Name of Project: OKALOOSA ISLAND DUNE WALKOVERS LOCAL SPONSOR: OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS DEP Agreement Number: 14OK1 Billing Number: ___________ Certification: I certify that this billing is correct and is based upon actual obligations of record by the LOCAL SPONSOR; that payment from the State Government has not been received; that the work and/or services are in accordance with the Department of Environmental Protection, Beach Management Funding Assistance Program’s approved Project Agreement including any amendments thereto; and that progress of the work and/or services are satisfactory and are consistent with the amount billed. The disbursement amount requested on Page 1 of this form is for allowable costs for the project described in the grant work plan. I certify that the purchases noted were used in accomplishing the project; and that invoices, check vouchers, copies of checks, and other purchasing documentation are maintained as required to support the cost reported above and are available for audit upon request. __________________________________ ____________________________________ ____________ Name of Project Administrator Signature of Project Administrator Date __________________________________ ____________________________________ ____________ Name of Project Financial Officer Signature of Project Financial Officer Date DEP Agreement No. 14OK1, Attachment D, Page 4 of 4  ATTACHMENT E FLORIDA DEPARTMENT OF ENVIRONMENTAL PROTECTION FLORIDA BEACH MANAGEMENT FUNDING ASSISTANCE PROGRAM PROJECT COMPLETION CERTIFICATION Name of Project: OKALOOSA ISLAND DUNE WALKOVERS LOCAL SPONSOR: OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS DEP Agreement Number: 14OK1 Task Completion