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Last modified
11/20/2023 3:37:08 PM
Creation date
11/20/2023 3:36:15 PM
Metadata
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Template:
Official Documents
Official Document Type
Grant
Approved Date
06/20/2023
Control Number
2023-130Z
Agenda Item Number
12.C.1.
Entity Name
Vero Beach Theatre Guild
Subject
Indian River County Grant Contract for the Theatrical Learning Center Program
(effective October 1, 2023)
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EXHIBIT C <br />[From policy adopted by Indian River County Board Of County Commissioners on August 16, 2022.1 <br />"D. Nonprofit Agency Responsibilities After Award of Funding <br />1. Indian River County provides funding to all nonprofit agencies on a reimbursement basis <br />only. <br />All reimbursable expenses must be documented by an invoice and/or a copy of the <br />canceled check. Any expense not documented properly to the satisfaction of the Office of <br />Management & Budget and/or the County Administrator may not be reimbursed. <br />3. If an agency repeatedly fails to provide adequate documentation, this may be reported to <br />the Board of Commissioners. In the event an agency provides inadequate documentation <br />on a consistent basis, funding may be discontinued immediately. Additionally, this may <br />adversely affect future funding requests. <br />4. Expenditures may only be reimbursed from the fiscal year for which funding was awarded. <br />For example, no expenditures prior to October 151 may be reimbursed with funds from the <br />following year. Additionally, if any funds are unexpended at the end of a fiscal year, these <br />funds are not carried over to the next year unless expressly authorized by the Board of <br />Commissioners. <br />5. All requests for reimbursement at fiscal year end (September 301h) must be submitted on a <br />timely basis. Each year, the Office of Management & Budget will send a letter to all nonprofit <br />agencies advising of the deadline for reimbursement requests for the fiscal year. This <br />deadline is typically early to mid October, since the Finance Department does not process <br />checks for the prior fiscal year beyond that point. <br />6. Each reimbursement request must include a summary of expenses by type. These <br />summaries should be broken down into salaries, benefits, supplies, contractual services, <br />etc. If Indian River County is reimbursing an agency for only a portion of an expense (e.g. <br />salary of an employee), then the method for this portion should be disclosed on the <br />summary. The Office of Management & Budget has summary forms available. <br />7. Indian River County will not reimburse certain types of expenditures. These expenditure <br />types are listed below. <br />a. Travel expenses for travel outside the County including but not limited to; mileage <br />reimbursement, hotel rooms, meals, meal allowances, per diem, and tolls. Mileage <br />reimbursement for local travel (within Indian River County) is allowable. <br />b. Sick or Vacation payments for employees. Since agencies may have various sick and <br />vacation pay policies, these must be provided from other sources. <br />c. Any expenses not associated with the provision of the program for which the County <br />has awarded funding. <br />d. Any expense not outlined in the agency's funding application. <br />8. The County reserves the right to decline reimbursement for any expense as deemed <br />necessary." <br />
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