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FORM 725.030.W <br /> PUBLIC TRANSP ADMIN.07/00 <br /> Page 3 of 12 <br /> 6.00 Project Budget and Payment Provisions: <br /> 6.10 The Project Budget: A project budget shall be prepared by the Agency and approved by the Department. <br /> The Agency shall maintain said budget,carry out the project and shall incur obligations against and make disbursements <br /> of project funds only in conformity with the latest approved budget for the project. No budget increase or decrease shall be <br /> effective unless it complies with fund participation requirements established in paragraph 4.00 of this Agreement and is <br /> approved by the Department Comptroller. <br /> 6.20 Payment Provisions: Unless otherwise allowed under paragraph 4.20, payment will begin in the year the <br /> project or project phase is scheduled in the work program as of the date of the agreement. Payment will be made for <br /> actual costs incurred as of the date the invoice is submitted with the final payment due upon receipt of a final invoice. <br /> 7.00 Accounting Records: <br /> 7.10 Establishment and Maintenance of Accounting Records: The Agency shall establish for the project, in <br /> conformity with requirements established by Department's program guidelines/procedures and"Principles for State and <br /> Local Governments",separate accounts to be maintained within its existing accounting system or establish independent <br /> accounts. Such accounts are referred to herein collectively as the"project account". Documentation of the project <br /> account shall be made available to the Department upon request any time during the period of the Agreement and for <br /> three years after final payment is made. <br /> 7.20 Funds Received Or Made Available for The Project: The Agency shall appropriately record in the project <br /> account, and deposit in a bank or trust company which is a member of the Federal Deposit Insurance Corporation, all <br /> payments received by it from the Department pursuant to this Agreement and all other funds provided for, accruing to, or <br /> otherwise received on account of the project,which Department payments and other funds are herein collectively referred <br /> to as"project funds".The Agency shall require depositories of project funds to secure continuously and fully all project <br /> funds in excess of the amounts insured under federal plans, or under State plans which have been approved for the <br /> deposit of project funds by the Department, by the deposit or setting aside of collateral of the types and in the manner as <br /> prescribed by State Law for the security of public funds, or as approved by the Department. <br /> 7.30 Costs Incurred for the Project: The Agency shall charge to te project account all eligible costs of the <br /> project. Costs in excess of the latest approved budget or attributable to actions which have not received the required <br /> approval of the Department shall not be considered eligible costs. <br /> 7.4.0 Documentation of Project Costs: All costs charged to the project, including any approved services <br /> contributed by the Agency or others,shall be supported by properly executed payrolls,time records,invoices, contracts, or <br /> vouchers evidencing in proper detail the nature and propriety of the charges. <br /> 7.50 Checks,Orders,and Vouchers: Any check or order drawn by the Agency with respect to any item which is <br /> or will be chargeable against the project account will be drawn only in accordance with a properly signed voucher then on <br /> file in the office of the Agency stating in proper detail the purpose for which such check or order is drawn. All checks, <br /> payrolls,invoices,contracts,vouchers,orders, or other accounting documents pertaining in whole or in part to the project <br /> shall be clearly identified, readily accessible,and,to the extent feasible, kept separate and apart from all other such <br /> documents. <br />