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40 <br />O <br />• <br />FORM 32-4-01040 <br />coNSTRURION <br />Orc - 1? -6 <br />Pye l of 10 <br />such cost. (23 CFR 1.9 (a)) If FHWA or the Department determines that any amount claimed is not eligible, federal <br />participation may be approved in the amount determined to be adequately supported, the Department shall notify the local <br />agency, in writing, citing the reasons why items and amounts are not eligible for federal participation. Where correctable non- <br />compliance with provisions of law or FHWA requirements exists, federal fw-lds may be withheld until compliance is obtained. <br />Where non-compliance is not correctable, FHWA or the Department may denv participation in parcel or project costs in part <br />or in total. <br />For any amounts determined to be inebgible for federal reimbursement, for which the Department has advanced payment, the <br />Agency shall promptly reimburse the Department for all such amounts within 90 days of written notice. <br />3.07 Retainage: Retainage QO (is not) applicable. If applicable,-"ercent of the Department's total share of parbcipadon <br />as shown in Exhibit "B" is to be held in retainage to be disbursed, at the Department's discretion, on or before the completion <br />of the final project audit. <br />4.00 Project Estimate and Disbursement Schedule: Prior to the execution of this Agreement, a project estimate, shall be <br />prepared by the Agency and approved by the Department. The Agency shall maintain said estimate, carry out the project and <br />shall incur obligations against and make disbursements of project funds only in conformity with the latest approved estimate <br />for the project. The estimate may be revised by mutual written agreement between the Department and the Agency. If revised, <br />a copy of the revision should be forwarded to the Department's Comptroller and to the Department's Federal Aid Program <br />Office. No estimate increase or decrease shall be effective unless it complies with fund participadon requirements established <br />in Exhibit "B" of this Agreement and is approved by the Department Comptroller. <br />5.00 Records: <br />5.01 Establishment and Maintenance of Accounting Records: Records of costs incurred under terms of this Agreement shall <br />be maintained and made available upon request to the Department at all times during the period of this Agreement and for five <br />years after final payment is made. Copies of these documents and records shall be furnished to the Department upon request. <br />Records of costs incurred includes the Agency's general accounting records and the project records, together with supporting <br />documents and records, of the Agency and all subcontractors performing work on the project, and all other records of the <br />Agency and subcontractors considered necessary by the Department for a proper audit of costs. <br />5.02 Costs Incurred for the Project: The Agency shall charge to the project account all eligible costs of the project. Costs <br />in excess of the latest approved estimate or attributable to actions which have not received the required approval of the <br />Department shall not be considered eligible costs. <br />5.03 Documentation of Project Costs: All costs charged to the project, including any approved services contributed by the <br />Agency or others, shall be supported by properly executed payrolls, time rerords, ... _,__ ,,,trod-. or oul—huib evidencing <br />to proper detail the nature and propriety of the charges. <br />5.04 Audit Reports: State highway agencies and local government agencies which receive Federal -aid highway funds shall <br />comply with the latest audit requirements as established in 49 CFR Part 9U. <br />The Agency shall provide to the Department for each of its fiscal years for which the project accowa remains open, an audit <br />report prepared either by its official auditor or audit agency or an independent certified public accountant, reflecting the use <br />of the funds of the Department, the Agency, and those from any other source with respect to the project. Audits shall be <br />performed in accordance with generally accepted government auditing standards contained in the Standards for Andit of <br />C-.nvernrnental Drganizatinnc Programs, Artivities and Funrtinac, issued by the U. S. General Accounting Office and OMB <br />Circulars A428 or A-133 where applicable. The Agency shall require its auditors to include in their report a schedule of <br />project assistance which shall include a schedule of project assistance that will reflect the Department's contract number, WPI <br />number, Job number, and the Federal Identification number, where applicable, and the amount of state funding. <br />F.:dnibit II -2-1 1 oca1 Agency Progr-,nt Agrement 2_2-5 <br />