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Contract #27199 Encumbrance # S005605 ATTACHMENT B CONTRACT PAYMENT REQUIREMENTS FOR STATE- FUNDED COST REIMBURSEMENT CONTRACTS Invoices for state-funded 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 shall clearly reflect the dates of service . Only expenditures for categories in the approved contract budget will be reimbursed . Listed below are examples of the types of documentation representing the minimum requirements by cost category : Salaries : Submit a payroll register or similar documentation showing gross salary charges , fringe benefits , other deductions , and net pay . If an individual is paid by the hour, a document reflecting the hours worked times the rate of pay is acceptable . 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 . Travel : Reimbursement for travel must be in accordance with section 112 . 061 , Florida Statutes , which includes submission of the claim on the approved State of Florida ( State) or District travel voucher. Other direct costs : Reimbursement is based upon 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 which 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. In -house charges : Charges which may be of an internal nature ( e . g . , postage, copies , etc . ) may be reimbursed on a usage log which shows the units times the rate being charged . The rates must be reasonable . Indirect costs : If the contract specifies that indirect costs will be paid based on a specified rate , then the calculation should be shown. The " Reference Guide for State Expenditures" prepared by the Florida Department of Financial Services can be found at this web address : http : //www . fldfs . coiiVaadir/refcrence guide .htm Page 14