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k. Refund of Payments to the Denartment. Any balance of unobligated funds that have been advanced or paid must
<br />be refunded to Department. Any funds paid in excess of the amount to which Grantee or subgrantee is entitled
<br />under the terms of the Agreement must be refunded to Department. If this Agreement is funded with federal funds
<br />and the Department is reauired to refund the federal government, the Grantee shall refund the Department its
<br />share of those funds.
<br />9. Documentation Required for Cost Reimbursement Grant Agreements and Match.
<br />If Cost Reimbursement or Match is authorized in Attachment 2, Special Terms and Conditions, the following
<br />conditions apply. Supporting documentation must be provided to substantiate cost reimbursement or match
<br />requirements for the following budget categories:
<br />a. Salarv/Waees. Grantee shall list personnel involved, position classification, direct salary rates, and hours spent
<br />on the Project in accordance with Attachment 3, Grant Work Plan in their documentation for reimbursement or
<br />match requirements.
<br />b. Overhead/Indirect/General and Administrative Costs, If Grantee is being reimbursed for or claiming match for
<br />multipliers, all multipliers used (i.e., fringe benefits, overhead, indirect, and/or general and administrative rates)
<br />shall be supported by audit. If Department determines that multipliers charged by Grantee exceeded the rates
<br />supported by audit, Grantee shall be required to reimburse such funds to Department within thirty (30) days of
<br />written notification. Interest shall be charged on the excessive rate.
<br />c. Contractual Costs (Subcontractors). Match or reimbursement requests for payments to subcontractors must be
<br />substantiated by copies of invoices with backup documentation identical to that required from Grantee.
<br />Subcontracts which involve payments for direct salaries shall clearly identify the personnel involved, salary rate
<br />per hour, and hours spent on the Project. All eligible multipliers used (i.e., fringe benefits, overhead, indirect,
<br />and/or general and administrative rates) shall be supported by audit. If Department determines that multipliers
<br />charged by any subcontractor exceeded the rates supported by audit, Grantee shall be required to reimburse such
<br />funds to Department within thirty (30) days of written notification. Interest shall be charged on the excessive
<br />rate. Nonconsumable and/or nonexpendable personal property or equipment costing $5,000 or more purchased
<br />for the Project under a subcontract is subject to the requirements set forth in chapters 273 and/or 274, F.S., and
<br />Chapter 69I-72, Florida Administrative Code (F.A.C.) and/or Chapter 69I-73, F.A.C., as applicable. The Grantee
<br />shall be responsible for maintaining appropriate property records for any subcontracts that include the purchase
<br />of equipment as part of the delivery of services. The Grantee shall comply with this requirement and ensure its
<br />subcontracts issued under this Agreement, if any, impose this requirement, in writing, on its subcontractors.
<br />i. For fixed-price (vendor) subcontracts, the following provisions shall apply: The Grantee may
<br />award, on a competitive basis, fixed-price subcontracts to consultants/contractors in performing the
<br />work described in Attachment 3, Grant Work Plan. Invoices submitted to Department for fixed-
<br />price subcontracted activities shall be supported with a copy of the subcontractor's invoice and a
<br />copy of the tabulation form for the competitive procurement process (e.g., Invitation to Bid, Request
<br />for Proposals, or other similar competitive procurement document) resulting in the fixed-price
<br />subcontract. The Grantee may request approval from Department to award a fixed-price subcontract
<br />resulting from procurement methods other than those identified above. In this instance, Grantee shall
<br />request the advance written approval from Department's Grant Manager of the fixed price
<br />negotiated by Grantee. The letter of request shall be supported by a detailed budget and Scope of
<br />Services to be performed by the subcontractor. Upon receipt of Department Grant Manager's
<br />approval of the fixed-price amount, Grantee may proceed in finalizing the fixed-price subcontract.
<br />ii. If the procurement is subject to the Consultant's Competitive Negotiation Act under section
<br />287.055, F.S. or the Brooks Act, Grantee must provide documentation clearly evidencing it has
<br />complied with the statutory or federal requirements.
<br />d. Travel. All requests for match or reimbursement of travel expenses shall be in accordance with section 112.061,
<br />F.S.
<br />e. Direct Purchase Equipment. For the purposes of this Agreement, Equipment is defined as capital outlay costing
<br />$5,000 or more. Match or reimbursement for Grantee's direct purchase of equipment is subject to specific
<br />approval of Department, and does not include any equipment purchased under the delivery of services to be
<br />completed by a subcontractor. Include copies of invoices or receipts to document purchases, and a properly
<br />completed Exhibit B, Property Reporting Form.
<br />f. Rental/Lease of Equipment. Match or reimbursement requests for rental/lease of equipment must include copies
<br />of invoices or receipts to document charges.
<br />g. Miscellaneous/Other Expenses. If miscellaneous or other expenses, such as materials, supplies, non -excluded
<br />phone expenses, reproduction, or mailing, are reimbursable or available for match or reimbursement under the
<br />Attachment 1
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<br />Rev. 7/12/2023
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