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STATE OF FLORIDA. DEPARTMENT-OF TRANSPORTATION' 525-010-00 STATE-FUNDED GRANT AGREEMENT PROGRAM -MANAGEMENT 09/17 Page 1 of 1, ATTACHMENT F CONTRACT PAYMENT REQUIREMENTS. Florida Department of Financial Services, Reference Guide.for State Expenditures 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 shall be submitted for each amount for . which: reimbursement is being, claimed indicating that the item 'has • been paid." Documentation for each amount for"which reimbursement is being claimed must'indicate that the item has been paid: Check numbers maybe provided in lieu: of copies of actual checks. Each' piece of documentation :should clearly reflect the dates of service. -Only]expenditures for cate ories in,the a roved a eeement budget ma be:." p 9 PP g .. 9 Y: reimbursed:. These expenditures.must.be allowable (pursuant-to law) and directly relatedto the services being provided. , Listed-below are types and examples of supporting documentation for cost reimbursement agreements: (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) Fdrige,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 requiredao 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 onthe approved State travel voucher or electronic means. (4); Other direct;costs: Reimbursementwill 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-1.01.7; Florida Administrative Code, regarding the requirements .for contracts which include services and that. provide foe.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 which 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. " 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 FLAIR reports or.other detailed reports.. ...... The Florida Departmentof Financial Services, online Reference, Guide for State Expenditures can be found at this web address httn://www.mvfloridacfo.com/aadir/reference guide/.